(a) Personnel from the office of the ombudsman are authorized to visit all division facilities and programs at any time, without prior notice, and at their own discretion. In determining the priority and frequency of visits, the ombudsman shall consider the following:

1. (1) court orders, stipulations and decisions;
2. (2) statutes and regulations;
3. (3) level of security and population of facilities;
4. (4) requests for assistance; and
5. (5) the nature and seriousness of investigations.

(b) The following procedural guidelines are intended to promote open and cooperative exchanges of information between the office of the ombudsman and the facility or program staff.

1. (1) Upon entering a facility or program, the ombudsman shall make his/her presence known to the appropriate personnel.
2. (2) At the ombudsman's request, the staff shall inform the residents of the ombudsman's availability.
3. (3) The ombudsman may remove a resident from scheduled program activities for consultation.
4. (4) The ombudsman may meet with a resident or group of residents and/or employees at his/her discretion.
5. (5) The facility shall provide a suitable room, upon request, for private counseling.
6. (6) The ombudsman shall have the right to inspect the facility, visit all areas and observe all parts and aspects of the program.