NORTH-WEST Offender Management A Guide For Good Communication

Transcription

1 North-West Region NORTH-WEST Offender Management A Guide For Good Communication For more information please contact communications@lancashire.probation.gsi.gov.uk

2 Acknowledgements Many thanks to: Elaine Shinks, Project Manager Joe Hutchence, Art and Design Prison & Probation staff from the North West who took part in the workshops 2

3 Contents About this guide Who is in scope for Offender Management? A reminder about who does what Where to get information about the offender management model and your role Developing your own knowledge and skills Getting the case started Building relationships Arranging the Initial Sentence Planning & Review meetings Conducting the meeting After the meeting Between meetings Communicating changes Appendix A Checklist for Case Administrators Notes Appendix B - Sentence Planning and Review Process in custody

4 About this guide This guide provides practical tips, ideas and suggestions for staff working with offenders in scope of offender management. All of the suggestions came from prison and probation staff based in the North West, who participated in a series of workshops. The focus is on actions that individuals can undertake in their day to day work to improve communication in the sentence planning and review processes. Who is in scope for Offender Management? The model has been introduced in phases: Phase I - offenders in the community who are subject to community sentences and post-release licences, since April Phase II - offenders aged 18 years and over serving a determinate sentence of 12 months or more, who are assessed as posing a high or very high risk of serious harm or identifi ed as Prolifi c or other Priority Offenders (PPO s) since November Phase III - offenders sentenced to an Indeterminate Sentence for Public Protection (IPP) since January NB: Lifers do not fall in scope of Offender Management but use the same processes. Your organisation will keep you informed about the extension of Offender Management to other groups of offenders. 4

5 A reminder about who does what Offender Manager Leads the process and is responsible for the OASys assessment, Risk Management Plan, Sentence Plan and Reviews and ensuring these are completed on time and to the quality standards required. Offender Supervisor Implements and monitors the plan and is responsible for regular contact with the offender, liaising with key workers and other prison based staff working with the offender. Case Administrators (In prison and the community) are jointly responsible for the administration and organisation of the case and keeping the processes to time and on track. Good Practice Example HMPYOI Styal has an Offender Management Induction Booklet. It details how the Offender Management Model operates within Styal. It has useful information about the roles and responsibilities of the staff involved in the process. It also has detailed guidance on chairing a sentence planning meeting and information about the interventions and other resources available in the institution. For further information contact the Offender Management Unit at Styal. Telephone

6 Where to get information about the offender management model and your role Check out your organisation s resources most have written guidance and information about offender management. You can get information via the prison and probation intranets Epic (probation) Quantum (prisons). Look here for National Standards, Prison Service Orders, Prison Instructions, Probation Circulars, Guidance Manuals and FAQ s. You should look out for any revised Standards, Instructions or Circulars. Developing your own knowledge and skills If you have not had training for your role or think that you need more training talk to your line manager or your training unit to fi nd out what is available for you. Find out if there are any joint prison and probation events that you could attend. Ask about placements or visits to a prison/ probation offi ce. Get your development needs included in your appraisal and development plan. 6

7 Good Practice Example HMPYOI Styal has a comprehensive training guide for Case Administrators. It s basically a step by step guide to everything the prison Case Administrator has to do to administer a case in scope of the offender management model from reception through to discharge. For further information contact the Offender Management Unit at Styal. Telephone Getting the case started There are critical things that prison and probation Case Administrators need to do right at the start of the sentence. As soon as an Offender Manager and Offender Supervisor are allocated to the case you need to exchange information. National Standards for the Management of Offenders require an Offender Manager to be allocated within 1 working day of sentence and an Offender Supervisor within 2 working days of reception. 7

8 Good Practice Tip Put Case Administrator contact details on the OMA and OMB forms as well as the Offender Manager and Offender Supervisor Include direct phone numbers Include a functional/office where one is available All public sector prisons have a dedicated Offender Management Unit mail box OMU.name of prison@hmps.gsi.gv.uk If the offender is in a private sector prison you need to check if there is an OMU mailbox See Epic Offender Management page for the prison contact list. The Probation Directory contains contact details for all probation staff in England and Wales Exchange information Use the Offender Management Information Exchange forms. These are available in your own organisation s IT system or via the Epic or Quantum intranets. Probation Case Administrator send Offender Management Information Exchange form OMA to prison within 5 working days of sentence. Prison Case Administrator send Offender Management Information Exchange form OMB to probation within 5 working days of reception into prison. Probation Case Administrator send key documents to the prison Case Administrator (see the Checklist for Case Administrators at appendix A) 8

9 Check OASys Is there a completed OASys assessment? Who has/needs access? Is there information in OASys that you need to record in other systems? (e.g. risk, tier, MAPPA etc) Set up the case record record contact details on the case record so that others involved in the case can access the information. Good Practice Example Merseyside Probation Trust has checklists for Case Administrators for a range of tasks. The one for starting a new custodial case includes a section on Phase II & III and lists the tasks that need to be done with these cases. Check if your organisation has something similar. If not why not suggest one is produced. Contact Merseyside Probation Trust for further information. Telephone Why not talk to each other! A telephone conversation can cover a range of issues that will help to get the joint administration of the case off to a good start. If contact details for Case Administrators are not on the exchange of information forms a phone call to the prison/ probation offi ce should get you through to the right person or at least provide you with a name. Prison and Probation Offi ce contact numbers are in the Probation Directory and available on the Epic & Quantum Intranets. 9

10 These are some of the issues that you could check out when you speak to each other. Have you both got the information you need to set up the case fi le? Are there any missing documents, reports etc that the probation Case Administrator can provide? Are you working to the same timescale? Check if the Initial Sentence Plan is due within 8 or 16 weeks. (See Arranging the Initial Sentence Planning and Review Meetings) Confi rm who needs to do what if the offender is transferred to another institution before the Sentence Planning meeting is held. (See section on communicating changes). Are there other prison administrative staff/ departments involved in aspects of the case, such as Home Detention Curfew (HDC), Release on Temporary Licence (ROTL), Parole? Who covers your tasks if you are not available (leave, training, off sick)? Provide a named contact where possible. Building relationships Communication between the Offender Manager and Offender Supervisor at the beginning of the sentence sets the tone for the working relationship that you need to develop to ensure effective sentence planning and review. The sooner you speak to each other the better - so pick up the phone and discuss the case as soon as 10

11 possible after sentence - don t wait until the day of the sentence planning meeting. Here are some of the issues you should discuss in that fi rst contact. Is there a recent OASys assessment? (e.g. at Pre Sentence Report stage) Are there any issues from the OASys assessment (or elsewhere) that you need to highlight to your colleague (e.g. risk issues, victim issues, physical/mental health, substance misuse)? They may not have been able to read all of the information about the offender so don t assume that they have picked up on critical issues. Discuss potential sentence plan objectives, particularly those related to risk of serious harm. Does the offender need additional support to participate in the Sentence Planning meeting e.g. interpreter, signer? Are there other processes that apply to this offender e.g. Child Protection, Multi Agency Public Protection Arrangements, Foreign National procedures, Harassment procedures? Are there issues from the Offender Supervisor s contact with the offender that the Offender Manager needs to know? Are there any specialist assessments e.g. psychiatric reports, Risk Matrix 2000? If not are any required before the fi rst sentence planning meeting? Is there information that should not be disclosed to the offender? 11

12 Confi rm if the Offender Manager will have contact with the offender before the Sentence Planning meeting (visit, telephone, video conference, letter). Confi rm who needs to be invited to the Sentence Planning meeting (and Multi Agency Risk Assessment meeting if an Indeterminate Sentenced Prisoner). Remember workers from community agencies (e.g. mental health worker) may not be familiar with prisons and will need information about security, identifi cation etc. Confi rm who will do what if the offender is moved to another institution before the Sentence Planning meeting takes place (see section on Communicating Changes). Good Practice Tip If the Offender Manager is able to visit arrange a joint meeting with the offender. This is an opportunity for the Offender Supervisor to introduce her/him to the offender if they have not met before. You can explain your roles and the process together and answer any of the offender s queries. It is a clear demonstration that you will be working together and will share information. 12

13 Arranging the Initial Sentence Planning & Review meetings Probation and Prison Case Administrators are responsible for arranging the meetings but you need information from the Offender Manager and Offender Supervisor to undertake this task. When should the fi rst meeting be scheduled? This depends on when the Sentence Plan needs to be completed. National Standards for the Management of Offenders requires the initial sentence plan to be completed within 8 weeks of sentence if there is less than 2 years to release or tariff date. within 16 weeks if there are two or more years to release or tariff date. The meeting needs to be arranged so that the Offender Manager has time after the meeting to complete/up-date OASys, the Risk Management Plan and Sentence Plan by the date required. Good Practice Tip It is quicker and easier for Case Administrators to arrange sentence planning and review meetings if they have access to the Offender Manager s & Offender Supervisor s diaries. If you don t have access - suggest to your line manager that you are given access. 13

14 When should Review meetings be scheduled? The Sentence Plan has to be reviewed no later than 12 months from the initial sentence plan or previous review. An earlier review may be required if there are changes or new information that impacts on the offender s risk or sentence plan. The Offender Manager and Offender Supervisor should inform you when the review plan is due and when the review meeting needs to be scheduled. Remember Refer to the Phase III Implementation Manual. There are specific reports/forms to be completed and actions that need to be taken for indeterminate prisoners. For example sending key documents and reports to NOMS PPU casework section The manual and other guidance is available via the prison and probation intranets (Quantum & Epic) Arranging the meetings You need to get access to the Offender Manager s and Offender Supervisor s diaries or if that is not possible get some provisional dates from them. You need to allow time for invitations and requests for contributions to be issued and contributors to prepare (gather information, obtain specialist reports, liaise with Victim Contact Offi cers etc). 14

15 You need to allow time after the meeting for the Offender Manager to complete or up date the OASys assessment, the Risk Management Plan and Initial Sentence Plan or Review by the date required. If the Offender Manager is unable to get to the prison because of distance or travel restrictions you will need to arrange a video or telephone conference. Make sure you know what the arrangements are for arranging video and telephone conferencing in your own organisation. Who needs to be invited and provide contributions? The Offender Manager and Offender Supervisor should let you know who needs to be invited and/or provide reports. Remember if someone from another community agency (e.g. mental health worker) is to be invited they may not be familiar with prisons and will need information about security, identifi cation etc. Conducting the meeting Preparation is the key! Offender Manager and Offender Supervisor - make sure you are prepared read the case fi le! Discuss the case before the meeting what objectives are you considering? How should the offender s risk be managed? 15

16 If this is a review meeting what progress has the offender made? Agree who will complete the notes of the meeting. Chairing the meeting The Offender Manager is responsible for chairing sentence planning and review meetings. However there may be circumstances where the Offender Manager cannot attend and this role needs to be undertaken by the Offender Supervisor. Explain the purpose of the meeting. Ensure everyone is introduced and their roles explained. Confi rm who will take the notes of the meeting. Confi rm what issues need to be discussed before the offender joins the meeting. Make sure all participants (key workers etc) are clear about what should not be disclosed to the offender. Give the offender the opportunity and encourage him/her to participate. Go through the OASys assessment - remember there may be confi dential information that the offender should not have access to e.g. victim information. Set targets & objectives, prioritising those linked to risk of serious harm. Review progress if it is a review meeting. Ensure the offender understands what the plan contains. Confi rm who will do what. Set next review meeting date if appropriate. 16

17 Developing your skills in chairing meetings As the Offender Manager you are responsible for chairing meetings but if you are not confident in your skills don t panic. ask your line manager to arrange opportunities for you to develop your skills get it included in your appraisal attend a training course observe a colleague chairing a meeting After the meeting Offender Manager You need to complete/update the OASys assessment, the Risk Management Plan and Sentence Plan or Review within the timescales required by National Standards. Inform the Offender Supervisor and Case Administrators when you have completed the OASys assessment, Risk Management Plan and Sentence Plan or Review. Offender Supervisor Give a copy of the plan to the offender make sure the offender understands the plan. 17

18 Case Administrators (prison) Update the offender record. Copy the plan to any key worker involved in the delivery of the plan. If it is an Indeterminate Sentence for Public Protection case send a copy of the Sentence Plan, any reports and notes of the meeting to the NOMS PPU case work section. Complete any other tasks required your organisation may have spreadsheets or other information systems that need to be up dated. Case Administrators (probation) Update the offender record. Complete any other tasks required your organisation may have spreadsheets or other information systems that need to be up dated. Good Practice Tip Record everything! All probation areas have electronic case recording systems. Several prisons (e.g. Garth, Haverigg) have electronic contact records accessible to all involved in working with the offender in the prison. 18

19 Between meetings Offender Manager, Offender Supervisor and Case Administrators - Keep each other informed and up to date About key issues such as factors or behaviours relating to risk. About the offender s progress. Even if nothing signifi cant has happened try to keep in touch - if only to say nothing is happening. Record all contacts so others involved in the case have access to the information. Good Practice Tip E mail is a good way of exchanging information and keeping in touch but remember to set up an out of office message if you are going to be away from the office on leave or training. Make sure your message includes a contact name & tel. number and a function/office mail box if you have one. If you take these steps any urgent matters can be dealt with in your absence. 19

20 Communicating changes When an offender is transferred to another institution Case Administrator in transferring prison Within 5 days of transfer inform the Probation Case Administrator and the Offender Manager, using the Offender Management Information Exchange form OMF. Send the prison case fi le to the receiving prison. Make sure that all the documents provided by the probation service are included in the fi le. Send an to the receiving prison OMU if a sentence plan/review meeting is due or has been arranged. Case Administrator in receiving prison Within 5 days of reception inform the Probation Case Administrator and Offender Manager of the new Offender Supervisor details using the Offender Management Information Exchange form OMG. Check that the fi le has been received and contains all the documentation. If anything seems to be missing contact the transferring prison. 20

21 Offender Manager Contact the new Offender Supervisor to discuss the case. Check that he/she is aware of the risk of serious harm posed and other critical issues Confi rm the date that the next review is due. Probation Case Administrator Update the probation case record. Make contact with the new prison Case Administrator. Changes to staff Probation/Prison Case Administrator inform the Offender Manager/Offender Supervisor include new contact details use the Offender Management Information Exchange form OME. Probation/Prison Case Administrator record the new contact details on the case record. Good Practice Tip A series of national forms for exchanging information about Offender Management cases are available in your own organisation s IT system or via the Quantum and Epic Intranets. Use these forms to communicate with your colleagues. They can be completed electronically and ed or faxed to ensure that the information is processed quickly. 21

22 Offender Management Sentence Planning Process Checklist for Prison & Probation Case Administrators This checklist provides an overview for use for all cases in scope of Offender Management. You should also refer to the Implementation Manual Phase III Indeterminate Prisoners which covers additional actions required for Indeterminate Public Protection Sentence cases. Your own probation area or institution may have checklist(s) or other guidance that you should refer to. Probation Case Administrators Make up paper case file Set up electronic case record Record Tier, Risk, MAPPA & PPO status Send OMA to Prison Establish contact with Prison CA Record OS & Prison CA contact details Obtain and send applicable documents to prison PSR (where one has been prepared) CPS case summary or opening Police case summary Trial judge s sentencing remarks Previous convictions Court form 5089 (2003 CJA) Medical/psychiatric reports Victim impact statements Check OASys- has the assessment been signed & locked? Contact Prison CA to arrange Initial Sentence Planning meeting & MARAP if Indeterminate Sentenced Prisoner Check OASys has assessment been up-dated and ISP completed? Place copies of SP meeting notes & reports in case file Confirm dates when reviews are due Contact Prison CA to arrange SP review meetings Place copies of SP meeting notes & reports in case file 22

23 Prison Case Administrators Make up paper case file Set up electronic case record Record Tier, Risk, MAPPA & PPO status Send OMB to Probation Establish contact with Probation CA Record OM & Probation CA contact details Check documents received and place in case record PSR (where one has been prepared) CPS case summary or opening Police case summary Trial judge s sentencing remarks Previous convictions Court form 5089 (2003 CJA) Medical/psychiatric reports Victim impact statements Check OASys - does OS have access? Issue invitations & requests for reports for Initial Sentence Planning meeting & MARAP if Indeterminate Sentenced Prisoner Send copy of Sentence Plan to key workers & NOMS PPU casework section if Indeterminate Sentenced Prisoner If Indeterminate Sentenced Prisoner send SP meeting notes & copies of reports to NOMS Pre-Release section & Probation CA Confirm dates when reviews are due Issue invitations & requests for reports for SP review meetings Inform OM & probation CA when offender transferred to another prison 23

24 Notes 24

25 Notes 25

26 Offender Management Sentence Planning & Review Process In Custody Appendix B Offender In scope of Offender Management - sentenced to custody Offender Manager & Offender Supervisor allocated Line Managers Set up case records Probation CA Send OM details to prison Probation CA Send OS details to probation Prison CA Prison CA see Phase 111 Manual for Indeterminate Sentence Prisoners & MARAP if Indeterminate Sentence Prisoner Send key documents to prison Arrange Initial Sentence Planning Meeting Discuss case Conduct initial interview with Offender Gather information to inform assessment & plan Probation CA Prison CA Offender Manager Offender Supervisor Offender Manager Probation CA Offender Supervisor Offender Supervisor IPP send copies of notes, plan & reports to NOMS pre-release section Conduct Initial Sentence planning meeting Complete/update OASys assessment, Risk Management Plan & Sentence Plan Send copy of plan to key workers Implement sentence plan Monitor & discuss progress Offender Manager Offender Manager Offender Supervisor Offender Supervisor Offender Manager Offender Supervisor Prison CA Offender Supervisor If Indeterminate Sentence Prisoner send copies of notes, plan & reports to NOMS PPU casework section see Phase 111 manual for Indeterminate Sentence Prisoners Arrange Review Meetings Conduct Review meetings Review & update OASys assessment, Risk Management Plan & Sentence Plan Send copy Of Review Plan to key workers Confirm release arrangements & licence conditions Offender Released X Probation CA Offender Manager Offender Manager Offender Supervisor Offender Manager Prison CA Offender Supervisor Prison CA