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Procedure Properties

Title: Admission of a prisoner to a corrective services facility
Category: Offender Management
Version: 16
Implement Date: 02 October 2013
Application: Custodial
Availability: Public

Authority

Appendices and Forms

Associated Custodial Operations Standard Operating Procedures

Procedures

Policies

Ownership: Specialist Operations

Procedure - Admission of a prisoner to a corrective services facility


Purpose
1.Definitions
2.Overview
3.Roles and Responsibilities
4.Offender File and IOMS Record
4.1. New prisoner
4.2. Readmitted prisoner
5.Child Protection - Reportable Offenders
6.Transgender Prisoners
7.Detention Solely Under Provisions of the Migration Act 1958 (Cth)
8.Detention or Death of a Foreign National in Australia
9.Reception Processes
9.1Money received with a prisoner
9.2Throughcare
9.3Notification of imprisonment - Centrelink
10.Immediate Risk Needs Assessment
11.Guardianship and/or Administration Order
12.Medical Examination
13.Placement in an Accommodation Unit
14.Sentence Calculation
15.Risk of Re-offending - Prison Version (RoR-PV)
16.Prisoner Subject to Probation and Parole Supervision Admitted to Custody

Purpose

To provide for the safe, efficient and effective admission of prisoners into a Queensland corrective services facility by ensuring timely and accurate collection of all personal details and sentencing information.

1. Definitions

For the purpose of this procedure, the following definitions apply -

“Admission” - The prisoner's first point of contact, per correctional episode, to a Queensland corrective services facility, or arrival after transfer from probation and parole supervision to a corrective services facility.

“Correctional episode” - Incorporates the entire period that a prisoner has been under the continuous supervision of Queensland Corrective Services (QCS), from admission to a corrective services facility or commencement of probation and parole supervision until the time of exit. An episode may include singular or multiple custodial sentences and/or probation and parole orders.

2. Overview

The admission process must occur for all prisoners upon his/her reception to a corrective services facility at the commencement of a new correctional episode. The admission process must also occur for those prisoners admitted to custody from community supervision during the same correctional episode.

The admission process includes the collection, confirmation and recording of relevant information in the Integrated Offender Management System (IOMS), and the assessment and management of any immediate risks and needs.

3. Roles and Responsibilities

The General Manager of the corrective services facility is to ensure all reception tasks including assessment of immediate risks and needs are completed by identified staff within prescribed time frames.

The General Manager, Sentence Management Services is to ensure the creation, management, administration, archive retrieval and suitable storage of files. The General Manager, Sentence Management Services is also responsible for the completion of the sentence calculation and the RoR-PV (where required).

4. Offender File and IOMS Record

Corrective services officers must search IOMS to identify if a prisoner has previously had contact with QCS. If they have not had previous contact they are to be classified as a new prisoner. If they have had previous contact they are to be classified as a readmitted prisoner.

Each prisoner must have an Offender File and IOMS record. An Offender File must include the following original documents, where applicable -

  1. Legal documents (warrants, court orders, interstate transfer, suspension or cancellation orders);
  2. Current protection/domestic violence orders;
  3. Sentencing remarks and court transcripts (until electronically available);
  4. Police briefs (until electronically available);
  5. Adult and juvenile criminal history (until electronically available); and
  6. Psychological or other reports.

All sentencing documentation must also be scanned and attached to the prisoner's IOMS record. During his/her period of incarceration relevant documents are to be added to the prisoner's Offender File and scanned and attached to the prisoner's IOMS record.

Health and medical information must not be filed on an Offender File. All health and medical information must be included in the prisoner's Queensland Health medical file.

4.1. New prisoner

If a prisoner has been admitted into the correctional system for the first time, an Offender File and a new IOMS record must be created.

A corrective services officer must register the Offender File and any other authorised files on the IOMS RecFind database.

Files must be managed in accordance with procedure - Offender File Management (in-confidence)

4.2. Readmitted prisoner

A corrective services officer must search the IOMS RecFind database in order to locate and reactivate relevant files.

Relevant files must be requested from their archived location when a prisoner with a prior correctional episode is admitted to a new episode.

For prisoners admitted to custody from probation and parole supervision, contact must be made with the relevant probation and parole office to request transfer of the Offender File.

Files must be managed in accordance with procedure - Offender File Management (in-confidence)

5. Child Protection - Reportable Offenders

If a prisoner who has been identified with the Australian National Child Offender Registry (ANCOR warning flag in IOMS) is readmitted into corrective services custody, the Child Protection Offender Registry (CPOR) must be notified as soon as practicable by faxing administrative form - Notice to CPOR of Particular Event under CPORA.

Refer Child Protection (Offender Reporting) Act 2004 ss. 5, 57 and 58; procedure Child Protection - Reportable Offenders.

6. Transgender Prisoners

Refer standard operating procedure Prisoner Management.

7. Detention Solely Under Provisions of the Migration Act 1958 (Cth)

Male persons who are subject to detention solely under the provisions of the Migration Act 1958 (Cth) may be accommodated in a corrective services facility in accordance with appendix - Accommodation of Persons under the Provisions of the Migration Act 1958 (Cth) (in-confidence)

Female persons will not be accommodated in a corrective services facility solely under the provisions of the Migration Act 1958.

8. Detention or Death of a Foreign National in Australia

If the prisoner is identified as a foreign national, refer appendix - Detention Or Death of a Foreign National In Australia

9. Reception Processes

The prisoner reception process must be completed for every prisoner within 24 hours of a prisoner's admission. Refer administrative form - Admission Checklist.

The receiving officer must ensure -

  1. the warrant of detention is read to the prisoner to confirm the prisoner's identity and sentence and/or remand details;
  2. the police transfer document is signed by the escorting police officer, the reception store officer and the prisoner (refer standard operating procedure - Property of Prisoners);
  3. the escorting police officer is provided a copy of the police transfer document as confirmation of receipt of the prisoner;
  4. the date and time of admission is recorded;
  5. the committal or remand authority and legal status of the prisoner is recorded in IOMS;
  6. IOMS RecFind database is updated to record the status of the prisoner's file, e.g., creation/reopening and location of the authorised files;
  7. acknowledge receipt of the prisoner's property from the police (where money is received with a prisoner, refer to section 9.1 of this procedure);
  8. the prisoner's property is searched and recorded in IOMS;
  9. a copy of the prisoner's property record is printed from IOMS and ensure it is signed and dated by the prisoner and responsible officer to verify the accuracy;
  10. the prisoner is questioned as to whether he/she was in receipt of a Centrelink payment prior to admission into custody, refer to section 9.3 of this procedure;
  11. the prisoner is searched;
  12. the prisoner is permitted to shower;
  13. the prisoner's physical description inclusive of any tattoos or distinguishing marks is recorded in IOMS;
  14. the prisoner is issued with clothing, authorised items from personal property and provided with a reception pack;
  15. the prisoner is photographed and identification cards produced; and
  16. accommodation commensurate with the prisoner's risks and needs is identified.

Refer standard operating procedure - Property of Prisoners and procedure - Youthful Prisoners

A prisoner on reception to a corrective services facility at the commencement of a new correctional episode or from probation and parole supervision may, upon request, receive an amenities pack, refer appendix - Amenities Pack.

9.1 Money received with a prisoner

The following applies to money received with a prisoner in a reception store -

  1. The money is to be receipted, placed in an envelope identifying the prisoner and the amount and placed in a safe or secured drop box in the reception store;
  2. A trust account officer will collect the money and receipt into the Prisoner Trust Accounts System (PTAS);
  3. The trust account officer will reconcile all monies collected and issue the reception store a receipt that will be attached to the reception store receipt book; and
  4. Money must not be recorded in IOMS. The official record of prisoner monies is held in the PTAS.

Refer procedure - Prisoner Monies.

9.2 Throughcare

A - Transition from the Community Checklist must be conducted individually with each prisoner on admission to a corrective services facility. The purpose of the checklist is to identify and address issues that may negatively impact on the prisoner's resettlement into the community after release.

The General Manager of the corrective services facility is responsible for allocating the completion of the checklist to an appropriate staff member. Further any action items that the prisoner cannot resolve or that the prisoner does not have the capacity to resolve should be delegated to an appropriate staff member for follow up to be implemented. The completed Transition from the Community Checklist must be saved on IOMS and a case note entered reflecting completion of the checklist and any follow up items, within 24 hours of the prisoner's admission. A hardcopy of this checklist is not required to be maintained on the prisoner's file following it being attached on IOMS.

9.3 Notification of imprisonment - Centrelink

A prisoner who has been receiving any Centrelink benefit should on initial reception be provided with and complete a copy of administrative form - Notification of Imprisonment (in-confidence). Once this form is signed and dated by the prisoner, it must be faxed through to Centrelink on the number that is displayed on the top of the form.

In accordance with the Agency's agreed protocol with Centrelink, the completion of this form enables Centrelink to immediately cease payments to the prisoner thus ensuring that the prisoner does not accrue any debt.

10. Immediate Risk Needs Assessment

An Immediate Risk Needs Assessment (IRNA) must be conducted individually with each prisoner on admission to a corrective services facility. The IRNA interview must be conducted by a psychologist or correctional counsellor prior to a prisoner's placement in an accommodation unit. The completed IRNA must be entered in IOMS within 24 hours of the prisoner's admission.

Outcomes relevant to the immediate management of a prisoner, including those that impact on the placement of the prisoner in an accommodation unit, must be communicated to the correctional manager, accommodation correctional supervisor and other staff involved in the management of prisoner without delay. This communication must be recorded in the IRNA and a case note entered using the relevant category.

Specific assessment and management guidelines must be employed, refer procedures - At-Risk Management (Self Harm/Suicide) and Assessment; standard operating procedure - Protection; and appendix - Immediate Risk Needs Assessment Operational Practice Instruction.

11. Guardianship and/or Administration Order

If it is identified through the - Transition from the Community Checklist or the IRNA that a prisoner is subject to a guardianship and/or administration order (due to an intellectual disability which impairs decision making capacity), the assessing officer must-

  1. make contact with the prisoner's substitute decision maker/s (e.g., appointed family member, Office of the Adult Guardian, Public Trustee of Queensland); and
  2. notify the relevant accommodation manager to ensure that the prisoner's impaired decision making capacity is considered when determining placement.

The Guardianship and/or Administration Order (GA) warning indicator must be raised by a senior psychologist in the prisoner's IOMS record. The activation reason must include sufficient details of the guardianship and/or administration order (e.g., who is appointed, date of appointment, length of order, for what purposes are they appointed, etc.). A copy of the order/s is to be attached to the prisoner's IOMS record.

Refer appendix - Working with Substitute Decision Makers for Offenders under Guardianship and Administration Orders - Operational Practice Instruction.

12. Medical Examination

A medical examination is to be conducted by Queensland Health staff on admission.

13. Placement in an Accommodation Unit

The reception store correctional supervisor, in consultation with the relevant accommodation correctional supervisor or nominee, is to allocate suitable accommodation for each prisoner.

A prisoner must not be allocated to a cell or room prior to the completion of the IRNA and actioning of any immediate referrals generated from that assessment, refer section 10 of this procedure.

The decision regarding a prisoner's placement in a corrective services facility must take into account the identification of the prisoner's immediate risk (to self or others) or needs, and special planning considerations. A prisoner must be placed in suitable accommodation according to age, supervision, monitoring and intervention requirements.

A prisoner placed on suicide observations must be accommodated in a suicide-resistant cell. A prisoner with a Self Harm Episode History (SHEH) IOMS warning indicator is to be accommodated in a suicide-resistant cell unless other reasonable factors warrant against such placement. Refer procedure - At-Risk Management (Self Harm/Suicide).

For placement of a prisoner on protection, refer standard operating procedure - Protection.

A prisoner's cell/room allocation must be recorded in IOMS.

14. Sentence Calculation

A prisoner's period of imprisonment must be calculated in accordance with relevant legislation and procedure - Sentence Calculation, including -

  1. full time discharge date;
  2. parole eligibility or release date; and
  3. custodial end date, if applicable.

All dates must be checked and confirmed after being calculated in IOMS. Any further court commitments must be entered into the prisoner's diary.

15. Risk of Re-offending - Prison Version (RoR-PV)

The RoR-PV must be completed in IOMS at the commencement of a new correctional episode for all prisoners following completion of the prisoner's sentence calculation, excluding pure fine defaulters and remandees. A RoR-PV must not be completed for prisoners who already have a RoR score (either RoR-PV or RoR-PPV) for the current correctional episode.

Refer procedure - Assessment

16. Prisoner Subject to Probation and Parole Supervision Admitted to Custody

The General Manager, Sentence Management Services will assume primary supervisory responsibility for the prisoner's parole order at the time the prisoner is remanded.

Endorsed by:

Kerrith McDermott

A/Executive Director, Specialist Operations

Approved by:





Marlene Morison
Commissioner





Version History

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