SUBJECT: Security Classification for Incarcerated Persons (IPs) Levels 1 Through 4 | PAGE 1 OF 13 . |
NUMBER: 53-CLS-01 | |
ORC/OAC REFERENCE: | SUPERSEDES: |
ORC 5120.01; OAC 5120-9-09, 5120-9-12, | 53-CLS-01 dated 4/15/2024 |
OAC 5120-9-21, 5120-9-52, 5120-9-53 | |
RELATED ACA STANDARDS: | EFFECTIVE DATE: |
5-ACI-5B-01 thru 5-ACI-5B-04, | May 12, 2025 |
5-ACI-5B-06 thru 5-ACI-5B-09, 5F-03; | |
2-CO-4B-01, 2-CO-4B-03 | |
APPROVED: |
Ohio Revised Code 5120.01 authorizes the Director of the Department of Rehabilitation and Correction, as the executive head of the department, to direct the total operations and management of the department by establishing procedures as set forth in this policy.
The purpose of this policy is to establish guidelines for the fair, uniform, and objective security classification of incarcerated persons (IPs) within the Ohio Department of Rehabilitation and Correction (ODRC). Appropriate classification is a means of protecting the public, ensuring staff safety, and achieving ODRC’s rehabilitative goals.
This policy applies to all ODRC staff, private prison staff, and IPs involved in the classification process.
The definitions for the terms below can be found at the top of the policies page on the ODRC Intranet.
It is the policy of the ODRC to maintain a classification level system that creates a process for the classification of IPs according to their security risk. This process shall consider behavior and such other objective factors as are available and relevant when assessing an IP’s institutional security needs. Factors considered include, but are not limited to:
History of assaultive, violent, or disruptive behavior
Age
Escape history
Separations
Gender identification
Sex
Medical status
Mental and emotional stability
Notoriety of offenses
Criminal history
Type of sentencing and release eligibility
Programming and education history
STG affiliation
Previous adjustment at less restrictive security levels
IPs shall be placed at the lowest level of security possible that is still sufficient to ensure the safety and security of IPs, the institution, and the community. IPs shall also be placed at institutions that are consistent with their security classification rating. For purposes of public safety, all IPs are required to be housed in double perimeter fence housing unless specifically screened and approved to be housed in single perimeter fence housing in accordance with the provisions in this policy.
Initial security levels shall be identified using pre-commitment variables. Reception staff shall obtain information available, such as pre- and post-sentence investigations (PSI), FBI/BCI reports, Ohio Court Network reports, Ohio Risk Assessment Community Supervision Tool information, past reentry case management plans and past incarcerations, to assist in determining the IP’s needs. Upon objective determination of the IP’s security level, utilizing the Security Designation (DRC2568) for IPs, the classification specialist shall forward their recommendation and all pertinent documents to the reception coordinator. Separation orders or requests for such
shall be included with the recommendation on the Separation Order (DRC2456) pursuant to ODRC Policy 53-CLS-05, Incarcerated Person (IP) Separations. The Bureau of Classification and Reception (BOCR) shall monitor the process and serve as back-up to the process.
The reception coordinator shall review the information provided to them, along with any other pertinent information they possess, and assign the IP to an appropriate institution. IPs shall be transferred to an institution equipped to supervise IPs of that security level. Except in unusual circumstances, the initial classification of new IPs should be completed within eight (8) weeks after admission.
Level 1 IPs who may be eligible for outside work details shall be sent to prisons with the greatest need for workers. It is the responsibility of the parent institutions to keep the reception coordinator apprised of their current worker needs so the appropriate number of IPs may be added to the transfer pools. Parent institutions with a need for incarcerated workers may also contact the reception coordinator at their respective reception center in order to plan to send recruiters and screeners to the reception center.
An IP may be assigned at reception to any security level from 1-4 or E (per ODRC Policy 53-CLS-04). No IP shall be placed in Level E from reception without following the protocols in this policy.
Each IP shall have a security review on no less than an annual basis. All IPs assigned to security levels 1-4 shall receive this review. IPs who are in level E are subject to reviews in compliance with this policy.
Unless precluded for security or other substantial reasons, all IPs shall have the opportunity to meet with at least one (1) member of the classification committee. IPs are to be given written notice forty-eight (48) hours prior to their review hearing unless such notice has been waived in writing on the forty-eight (48) hour section of the security review form. An IP shall be allowed to submit a written statement to the committee which shall be entered and scanned into the official record.
The classification review provides for involvement of representatives of relevant institutional programs and the IP concerned. The classification committee shall include a minimum of two (2) staff, and may include members of the behavioral health department, education, unit management, or any other institution program person.
During the meeting with the representative of the classification committee, the IP and the staff member shall discuss whether the IP is currently enrolled in an earned credit program, career technical or college program. If the security classification action requires a change in the IP’s institutional location, the classification shall proceed; however, the move shall be held in abeyance until the IP completes the program or the end of the college term. The committee will document the program on the security review and shall submit a Transfer Authorization (DRC2003). It is the institution’s responsibility to notify BOCR upon completion of the program or end of college term.
During the meeting with the representative of the classification committee, the IP and the staff member shall discuss the IP’s involvement with behavioral health services. If the security classification action will require a change in the IP’s institutional location, the classification shall proceed; however, notice shall be made to the institution’s mental health administrator/designee so that necessary information may be shared with the institution to where the IP will transfer. The committee will document this notice within the Transfer Authorization (DRC2003).
During the meeting with the representative of the classification committee, the IP and the staff member shall discuss the IP’s medical accommodations. If the security classification action will require a change in the IP’s institutional location, the classification shall proceed; however, verification shall be made by the institution’s health care administrator/designee. The committee will document this verification within the Transfer Authorization (DRC2003).
A representative from the classification committee shall also review and discuss the IP’s next-of-kin information and make updates in DOTS Portal if there has been a change.
Supervision review forms in DOTS Portal, along with a full review of the IP’s behavioral history shall be used to determine if any changes to the security level are appropriate. The classification committee shall review post-commitment variables and any other pertinent information available, such as any statement the IP has provided to draw an objective profile of the IP’s adjustment to their current security level.
The annual security review team may use discretion to refer a case to the parole board for a possible additional term hearing, per ODRC Policy 105-PBD-15, Additional Term Hearing.
The classification committee shall inform the IP of their recommendation to the managing officer/designee. The IP shall also be notified of their right to send a written appeal to the managing officer/designee if they disagree with the committee’s recommendation.
If the managing officer/designee determines that a security level change is appropriate it shall be forwarded to the BOCR under the following circumstances:
The IP is being increased to level 2, 3 or 4,
The IP is being decreased from level 3 or 4,
The change in classification will necessitate a transfer.
If the managing officer/designee does not agree with the recommendation of the classification committee, the IP shall be notified in writing of the decision.
Level 1
The classification committee shall review level 1 IPs annually. The committee shall begin a security instrument and the computer will score the IP. If the score is adjusting or moderately adjusting and the committee recommends retaining the IP as a level 1, the instrument will then give the option to complete it as a file review. If the user selects file review, the instrument is then complete. A unit staff member must meet with the IP to give notification that they will remain at level 1.
If the IP scores as not adjusting, or if the committee recommends an increase for an IP that scored as adjusting or moderately adjusting, all procedures and forms for regular security classification hearings must be followed and utilized.
IPs who are classified as level 1 and who are housed in a single fence perimeter must be checked during this review against the provisions in subsection VI.F and VI.G of this policy to ensure their status has not changed making them ineligible to be in a single fence perimeter.
No IP who has escaped from the secured perimeter of a correctional facility or attempted an escape whereby they breached the perimeter of a correctional facility, shall be placed at level 1 security. IPs who have such a history and are currently level 1 are exempted under this clause only until such time they are released and returned, or they are increased in security. However, no IP is exempted under this clause to remain in a single fence perimeter. Any IP with a perimeter escape history shall not be housed in a single fence environment.
Level 1 is the lowest security level in the ODRC, and the classification committee shall consider a multitude of factors to determine if the IP qualifies for this level. IPs with a history of perimeter escape, non-perimeter escape(s), failure to comply, significant amounts of time left to serve, high notoriety cases, wanted felony detainers, or extensive criminal histories may still be denied level 1 security for these reasons at the discretion of the classification committee and the BOCR.
Level 2
Since level 1 security is the lowest level of supervision, managing officers are provided broad discretion in determining whether an IP at level 2 is ready for reduction to level 1. IPs may be held at level 2 for longer periods of time if they have a history of institutional misbehavior, have committed very serious crimes which threaten public safety, or have escaped from a secured facility. No IP has a right to a reduction to level 1 security.
Level 3
While at level 3, any IP who has been in level 4 security within the past two (2) years shall be meaningfully considered for a reduction each year, but the committee must review the entire history of the IP and ensure there are sufficient correctional reasons which indicate the IP has demonstrated enough stability to be housed at level 2. The absence of conduct reports for a year is not the sole consideration and all items listed under subsection V of this policy must be considered before lowering the IP to level 2.
Level 4
Level 4 IPs shall have their complete history of violence, escape history, and disruption examined before reduction to level 3. The committee shall provide significant weight to how the IP adjusted when previously managed at lower security when making the final recommendation.
No IP at level 1-3 can be increased to level 4 during a security review, unless approved by the deputy director of Prisons/designee. If the behavior of the IP necessitates maximum security, the managing officer shall use the procedures outlined in ODRC Policy 53-CLS-04, Level E Placement (ERH), to place the IP in level E security.
General Rules
All IPs receiving a security review shall be provided with a forty-eight (48) hour notice within the Supervision Review (DRC2098) in DOTS Portal with the exception of those IPs receiving a file review. The IP must still be provided with an opportunity to submit written documents for consideration and to meet with a member of the committee.
During any security review, a recommendation for an increase shall be supported by the recent Rules Infraction Board (RIB) findings of guilt. In order to be increased in security, an IP must have at least one, or more, RIB finding(s) of guilt in the past twelve (12) months. These rule violations, in conjunction with all the factors listed under subsection V of this policy, must provide legitimate correctional reasons to conclude that the IP requires a greater level of supervision in order to be safely managed.
Hearing officer level conduct reports may not be used to increase an IP’s security level because they do not provide the same due process protection as RIB decisions. However, hearing officer level conduct reports may be considered by the committee conducting a security review when determining suitability for a decrease in security, as these reports are an indicator of adjustment at the current level. Hearing officer level conduct reports may also be considered for other classification actions (excepting security increases), including but not limited to, lateral movement for discipline, self-initiated transfers, and program transfers.
In some circumstances, an IP may have their security level increased without a finding of guilt at RIB. This may occur if one of the following is true:
An error was found in a previous classification action and the IP’s continued presence at the current security level could result in potential danger to the community or the security of the prison.
New information was obtained regarding the IP’s previous criminal history or institutional behavior in another jurisdiction and this new information provides legitimate correctional reasons to house them in a more secure environment (e.g., escape, serious violence while incarcerated, etc.).
Special security reviews, on dates other than the IP’s annual review due date, may occur at any time when recommended to the institutional classification committee through the disciplinary process, at the request of the IP (subject to the approval of the managing officer/designee), or when otherwise deemed appropriate by the managing officer/designee and/or the BOCR. These special reviews shall follow the same procedures as an annual review and should be marked as “special” on the Supervision Review (DRC2098) in DOTS Portal.
IPs may request a special security review of their progress and program status in writing, utilizing the kite system. The facility is not obligated to grant a special security review request and must notify the IP of their decision if such a request is denied.
Depending on the reason for the request for a special security review, institution staff may utilize the following factors in determining an IP’s eligibility to be considered for a special security review:
Length of time until the next scheduled security review,
Parole board recommendations,
Recent conduct and/or attitude,
Length of time since last placement in disciplinary status,
Original reason for current security level, including the seriousness of any related conduct report(s),
Length of time since the last reduction/increase in status,
Program completion since last review, and
The amount of time remaining on the IP’s sentence.
Any time a security review is completed, the annual review anniversary date shall be twelve (12) months from the BOCR’s approval date
In every step of the classification process, the human element shall be considered. Each of the objective phases has latitude for overrides if a condition exists where an exception should be made. In the initial process, the institution reception center staff may recommend higher or lower security levels based on knowledge of the IP. The BOCR has the authority to increase or decrease an initial security level or make a placement based on information they may have concerning an IP.
During the annual review process, the managing officer/designee may override the review recommendation for the IP if circumstances warrant or the IP has adjusted to incarceration better or worse than the actual security instrument may indicate. Justification/basis for any override shall be documented on the instrument. Consideration shall also be given to the IP’s compliance with their case management plan. (Refer to ODRC Policy 02-REN-01, Prison Reentry Assessment and Planning.)
All IPs in the ODRC are required to be housed in double perimeter fence housing unless they are screened and approved for placement in single perimeter fence housing.
IPs may be considered for placement into single perimeter fence housing using Single Fence Screening (DRC4028).
All IPs who are classed to level 1 at Reception shall automatically be screened for single fence placement via the security designation form in DOTS Portal.
Once approved for single fence housing, the status should be reviewed annually during the annual security review to ensure there have been no changes in the IP’s profile which would necessitate placement back in double perimeter fence housing. This includes, but is not limited to, a change in their sentence, misbehavior, or getting new information which reveals a history of escape or a wanted felony detainer. A review may also be prompted at any time when new information is obtained, or an IP violates a rule. No IP has the right to be housed in a single fence environment and may be removed from this environment at any time at the discretion of the managing officer.
The following are the minimum criteria for placement in single perimeter fence housing. The managing officer of a facility shall reserve the right to deny any IP single perimeter fence placement, above and beyond the criteria listed herein, if there is a legitimate correctional reason for the denial.
No more than six (6) years left to serve to maximum release date (no life sentences),
No history of escape as defined by this policy,
No former death row IP,
No felony or out-of-state wanted detainers,
High notoriety IPs who are also convicted of violent offenses (sex offenses and crimes against IPs) may only be approved after consultation with the Office of Victims Services,
No history of causing the death of a law enforcement officer/correctional staff (includes attempted),
No history of taking a hostage (includes attempted).
The managing officer of the single perimeter fence facility may recommend an exemption to this policy based on objective criteria which justify the action. All these exemptions must be approved by the regional director and added to this policy. Currently, the exemptions to this policy are as follows:
NERC is designated for level 1 female IPs. All level 1 females are eligible to be housed at NERC except for:
Any former death row IP who has had their sentence commuted to life,
Any IP serving a life without the chance of parole sentence, or a sentence which is the equivalent,
Any IP serving life with more than six (6) years to the parole board; and
Any IP who has a documented history of escape from a secure perimeter.
Incarcerated females who are ineligible under these rules may be approved to remain level 1 at NERC after a review of their behavioral history, length of incarceration, age, programmatic involvement, and medical condition. In these cases, the managing officer and the BOCR chief shall both review the reasons for the exceptions to the rules and must both concur the IP may stay. This shall be documented in the IP’s classification notes in DOTS Portal.
As is consistent with all classification actions, the IP has the right to appeal the recommendation of the classification committee to the managing officer/designee using the appeal form printed from the Security Designation or Security Review in DOTS Portal.
A Level 1, 2, 3 or 4 decision must be appealed to the managing officer/designee within seven (7) calendar days following notification of the recommendation of the classification committee.
IPs may further appeal the managing officer/designee’s decision to the BOCR for all security classification actions within fourteen (14) calendar days following notification of the managing officer’s decision. Once the IP has submitted an appeal, it must be scanned into the Security Designation or Security Review from which the appeal originated in DOTS Portal.
An IP who is sentenced to death shall generally be housed in an area designated as “death row” pursuant to OAC 5120-9-12, Incarcerated Persons Sentenced to Death. Death row is not a security classification, and IPs assigned to this status are not subject to security classification procedures as long as they remain in this status.
Death row is a general population assignment and has unique security practices which are a hybrid of level 3 and level 4 practices. An IP assigned to death row status who presents a threat to security may be subject to assignment to a level 4 or security classification and a prison assignment off death row that is appropriate for the security risk. In the event of a potential security classification assignment for a death row IP, the security classification procedures for the proposed security level shall be followed. Once the IP no longer poses a threat to security in death row, they may be returned to that status.
IPs who have received abnormally high levels of media attention, or whose crimes may elicit extraordinary reactions from other IPs or the general public, shall be designated as high notoriety upon arrival at reception.
It is the responsibility of the managing officer of the reception center to notify the BOCR chief upon the arrival of any IP who they believe qualifies as high notoriety.
The reception center shall have a full mental health, medical, classification, and ORAS risk assessment completed within seven (7) calendar days of arrival.
If deemed appropriate for the case, a protective control (PC) investigation shall be conducted prior to the high notoriety review meeting. Said results shall be considered during the review committee’s meeting.
Upon notification, the BOCR chief/designee shall schedule a high notoriety IP review within fourteen (14) calendar days of arrival.
The high notoriety review shall have the following representatives in attendance. Designees shall only be used when the absence of the primary person precludes attendance:
BOCR chief/designee,
BHO director/designee,
Program directors for specialized criminogenic needs (i.e., sex offender or recovery when applicable),
Reception unit team designee,
Reception behavioral health representative, preferably the clinician who conducted the assessment,
Reception medical representative,
Reception coordinator/designee,
Reception managing officer/designee,
Any other staff deemed necessary by the reception managing officer.
Security threat group coordinator/designee
Minutes of the high notoriety meeting shall be maintained by the reception center and distributed to all attendees as well as the parent institution’s managing officer.
The team shall discuss the mental health needs, medical needs, programmatic needs, outcome of any PC investigation and classification of the IP identified as high notoriety.
The final recommendations of the committee shall be forwarded to the Office of Prisons (OOP) deputy director/designee who shall have final oversight over all action plans.
All decisions of the team shall be contained in the “must read” red flagged notes in the Classification section of DOTS Portal.
Whenever a high notoriety IP is moved, the receiving managing officer must be notified in advance by the sending facility.
All forms referred to in this policy shall be completed according to guidelines established in the OAC 5120-9-52, Initial Classification of Incarcerated Person and 5120-9-53, Classification Committees.
Office of Holistic Services (OHS) specialized residential treatment units include, but are not limited to, Residential Treatment Units, Dementia Units, Intellectual/Developmental Disability Units, Assisted Living Units, Day Treatment Programs, or any other unit identified and approved by the OHS deputy director, the OOP deputy director, and the regional director.
These units shall balance the security needs of the IP with the treatment needs. The multi-disciplinary services team (MST) shall ensure IPs of all security levels have access to higher levels of care when determined necessary by the multi-disciplinary treatment team (MTT).
No IP shall be prevented from receiving a security review, or a reduction in security, solely because they are in one of these units. All IPs must be reviewed at least annually. IPs who show positive adjustment to treatment and a cessation of their negative behavior after admission and treatment shall be considered for a lower security level.
IPs housed in these units shall be managed in accordance with the policies and/or protocols guiding the operation of those units. Although security and safety are always a high priority, the treatment and care of the IP in this unit is also a high priority.
While in these units, the security measures used to supervise the IPs (e.g., escort procedures, extent of restraints, unrestrained access to other, etc.) shall be guided by the security level and any additional measures as determined necessary by the chief of security.
All prisons with at least one (1) specialized unit shall assign a security supervisor (i.e., lieutenant, captain, or chief of security) as a member of the MST. The MST shall also include a unit corrections officer, a member of the unit staff, and a correctional healthcare staff member.
The MTT shall determine the treatment plan for the IP. The MST shall develop an individualized plan to ensure the IP has access to the treatment prescribed by the MTT in a safe and secure manner.
The MST shall meet whenever a treatment plan change could affect the security measures needed to safely manage an IP.
At no time shall access to treatment be denied because of an IP’s security level. The treatment must be provided although additional security measures, supervision, restraints, individualized settings, or other methods to ensure safety may be used to ensure the safety of staff and other persons.
The MST may adjust the security measures taken for an IP if they are not actively violent and there is evidence to indicate the treatment plan has been successful in reducing the IP’s likelihood of violent behavior. These adjustments do not need to result in a change in security. They shall be specifically tailored to the IP and the MST shall approve all changes and ensure they are followed by the security staff on the unit. If the MST disapproves a request for a change in the security measures which is recommended by the MTT to properly treat the IP, the MST shall forward their decision to the managing officer, including a rationale for the denial. The managing officer shall make a final decision on the request. The actions of the MST as well as the decisions of the managing officer shall be documented on the Request for Review of Security Measures by the Multi-Disciplinary Services Team (DRC4040).
The MST may also recommend a special review to change the security classification of the IP to further their treatment when either one of these three conditions have been met:
The IPs violent and disruptive behavior which necessitated the need for higher security has abated because the IP has been receiving treatment.
The IP’s medical/mental health condition was a contributing factor causing the violent/disruptive behavior and the IP is now in a housing condition that provides adequate safety and security to safely deal with the condition causing the negative behavior.
The IP is ready to be discharged from the treatment unit, they have demonstrated positive adjustment to treatment, they are not currently violating institutional rules, and there is reason to conclude they can be safely managed at a lower security level.
Whenever a classification action results in the transfer of an IP, including initial classification, the managing officer/designee of the receiving prison shall review their security level and status within thirty (30) calendar days of arrival at the new facility. This review does not require the completion of a security instrument nor a meeting with the IP. If there are any concerns about the security level or reason for the transfer, the IP may be referred to the unit classification committee for reconsideration of their placement by using the special review procedures set forth in this policy.
If an IP is transferred while they are assigned to LPH status based on a ruling of the RIB, the receiving prison shall review the IP upon arrival to determine if continued placement at LPH is required. In these circumstances, the receiving prison may place the IP in LPH for as much time that is remaining on the RIB disposition, providing credit for all time served while pending transfer.
If an IP is increased in security to a new general population assignment, the managing officer of the receiving prison may place them into LPH for up to ninety (90) calendar days for an initial assessment and orientation period as outlined in OAC 5120-9-09, Limited Privilege Housing Assignments.
If an IP is laterally transferred from a level 3 prison to another Level 3 prison for disciplinary reasons, or as the result of a release from level E, the managing officer of the receiving prison may, at their discretion, place the IP into LPH for up to ninety (90) calendar days in order to transition them back to the general population.
In accordance with OAC 5120-9-21, Inter-institutional Transfer of Incarcerated Person, section E, whenever an emergency, threat to security, or change in mission requires the movement of large numbers of incarcerated IPs, the managing officer of the facility may request a waiver for the classification hearing procedures outlined in this policy, as long as all of the following conditions are met:
The IPs affected will not have their security level change,
The IPs affected are being moved to an institution which houses the same security classification level(s).
All requests must be approved by the BOCR chief.
Once approved, the IPs shall be notified of their transfer using the Notice of Inter-Institutional Transfer (DRC2446) and offered an opportunity to express safety concerns about the proposed move prior to any move taking place. In cases where a safety risk is identified, the IP’s safety concern will be investigated and addressed. This notification should occur at least forty-eight
(48) hours in advance of the move unless security concerns dictate otherwise. In cases where the managing officer concludes the notice would likely lead to a security concern or disruption among the population, the notice may be provided with less than forty-eight (48) hours. However, the requirement to investigate and address all safety concerns prior to moving shall not be waived.
All IPs moved under this provision retain the right to appeal the new classification assignment and must file that appeal using the Notice of Appeal Supervision/Security Level Recommend (DRC2680) within fourteen (14) calendar days of arrival at their new facility.
02-REN-01 Prison Reentry Assessment and Planning 53-CLS-04 Level E Placement
53-CLS-05 Incarcerated Person (IP) Separations 105-PBD-15 Additional Term Hearing
Referenced Forms: | |
Transfer Authorization | |
Supervision Review | |
Notice of Inter-Institutional Transfer | |
Separation Order | |
Security Designation | |
Decrease Security Level List | |
Notice of Appeal Supervision/Security Levels Recommendation | |
Single Fence Approval Form | |
Request for Review of Security Measures by the MST |