Procedure - Admission

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Purpose
1.	Admission - all prisoners
2.	Persons detained solely under the provisions of the Migration Act 1958 (Cth)
3.	New prisoner
4.	Readmitted prisoner
5.	Offender file
6.	Reception processes
6.1	Notification of Imprisonment - Centrelink
7.	Immediate Risk/Needs Assessment
8.	Medical examination
9.	Accommodation allocation
10.	Administration
11.	Risk of Re-offending - Prison Version (RoR-PV)
12.	Supervision requirements for an existing order when a prisoner is remanded in custody or sentenced to a short custodial term during a correctional episode
12.1	Board ordered parole

Purpose

To provide for the safe, efficient and effective admission of persons into the correctional system by ensuring timely and accurate collection of all personal details and sentencing information.

1. Admission - all prisoners

Admission is the first point of contact, per episode, for a prisoner with the Queensland correctional system. It includes the collection, confirmation and recording of relevant information in the Integrated Offender Management System (IOMS) including conducting an Immediate Risk Need Assessment (IRNA) and Risk of Re-offending - Prison Version (RoR-PV).

Administrative staff must search IOMS to identify if a prisoner has previously had contact with the correctional system. 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 an existing prisoner.

2. Persons detained solely under the provisions of the Migration Act 1958 (Cth)

For prisoners who are subject to detention pursuant to the Migration Act 1958 (Cth) accommodation must be determined in accordance with appendix - Accommodation of Persons under the Provisions of the Migration Act 1958 (Cth) (in-confidence)

Female persons are not accommodated in corrective services facilities solely under the provisions of the Migration Act 1958.

Male persons held solely under the provisions of the Migration Act 1958 are only accommodated at the reception centre.

3. New prisoner

If a prisoner has been admitted into the correctional system for the first time, an offender file must be created. If the prisoner has been admitted to a corrective services facility for the first time, a Queensland Health (QH) medical file must also be created.

Administrative staff must register the offender file and any other authorised files on the IOMS RecFind database.

The authorised files must be managed in accordance with Queensland Corrective Services (QCS) and QH guidelines for the management of files.

Refer procedure - Offender File Management (in-confidence)

4. Readmitted prisoner

Relevant files must be requested from their archived location when an existing prisoner is admitted to a new episode.

Administrative staff must search the IOMS RecFind database in order to locate and re-activate relevant files.

If a prisoner has been incarcerated at any point during their correctional history, administrative staff should submit a request to Central Archives at Wacol for relevant files. Refer administrative form - Request for Offender related files from Wacol archives (not Medical files) (in-confidence).

Requests for QH Medical Files must be submitted using administrative form - Request for Offender Medical Files from Wacol Archives (in-confidence). QCS staff cannot request QH medical files from Wacol Archives. These requests should be forwarded to the Offender Health Services Branch, QH.

The authorised files must be managed in accordance with procedure - Offender File Management (in-confidence)

If a reportable offender 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 the corrective services facility by faxing administrative form - Notice to CPOR of Particular Event under CPORA to (07) 3239 0273.

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

Refer procedure - Offender File Management (in-confidence) (excluding Medical File)

5. Offender file

The offender file must include the following documents-

1. legal documents (warrants, court orders, interstate transfer, suspension or cancellation orders);
2. current protection/domestic violence orders, if available;
3. sentencing remarks and court transcripts (until electronically available);
4. police briefs and offender adult and juvenile criminal history (until electronically available); and
5. psychological or other reports, if available.

Health and medical information must not be filed on the offender file. All health and medical information must be included in the prisoner's QH medical file.

Refer procedure - Offender File Management (in-confidence) (excluding Medical File)

6. Reception processes

The prisoner reception process must be completed within 24 hours of a prisoner's admission. The receiving officer must-

1. read the warrant of detention to the prisoner to confirm the prisoner's identity and sentence or remand details;
2. ensure police transfer document is signed by the escorting police officer, the reception store officer and the prisoner (refer procedure - Property of Offenders);
3. provide a copy of the police transfer document to the escorting police officer as confirmation of receipt of prisoner;
4. record the date and time of admission and the committal or remand authority in IOMS;
5. update IOMS RecFind database as to the creation/re-opening and location of the authorised files;
6. acknowledge receipt of the prisoner's property from the police;
7. search the prisoner's property;
8. record the prisoner's property in IOMS;
9. print out a copy of the prisoner's property record from IOMS;
10. ensure that the property print out is signed and dated by the prisoner and responsible officer to verify the accuracy of the print out;
11. search the prisoner;
12. allow the prisoner to shower and record his/her physical description, including distinguishing marks and tattoos in IOMS;
13. take the prisoner's photograph;
14. produce prisoner identification cards; and
15. issue the prisoner with clothing, authorised items out of personal property and a reception pack.

Refer procedure - Property of Offenders

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

A prisoner on initial reception (first admission post sentence or post return to custody) into the correctional system may, upon request, receive an Amenities Pack. Refer appendix - Amenities Pack.

6.1 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.

7. Immediate Risk/Needs Assessment

An interview must be conducted individually with each prisoner on admission, ie the first point of contact, per episode, for a prisoner with the Queensland custodial system and on arrival after transfer from community supervision to a corrective services facility. The purpose of the interview is to identify any immediate risks or needs that require immediate action or should be utilised to inform the Offender Rehabilitation Plan.

Refer procedures - Assessment; At-Risk Management (Self Harm/Suicide); Planning

The immediate risk/needs identification interview must be conducted by a suitably psychologist or a correctional counsellor.

The assessment must be conducted prior to a prisoner's placement in an accommodation unit and all information relation to the prisoner's -

a. risk to self - refer procedure At-Risk Management (Self Harm/Suicide) including the section “Offenders identified with an elevated baseline risk of self harm or suicide”;

b. risk to others - refer procedures Safety Orders; Intensive Management Plans; and Assessment (section 2.17 High Profile and Notorious Offenders); and

c. risk from others - refer procedures Protection.

must be immediately communicated to staff responsible for decision making, supervision and placement of the prisoners. This communication must be immediately recorded on IOMS in the form of a case note under the relevant category.

The IRNA must be completed and entered into IOMS within 24 hours of the prisoner's admission. The specific assessment and management guidelines must be employed as detailed below.

Refer appendix - Guidelines - Completion of Immediate Risk Needs Assessment - Custodial Considerations (in-confidence) and procedure - Protection.

7.1 Prisoners identified at admission with a self harm history

If it is identified during the IRNA that a prisoner presents with a history of self harming behaviour or suicide attempts, a Senior Psychologist must be notified. The Senior Psychologist must raise a Self Harm Episode History (SHEH) flag in accordance with the At-Risk Procedure.

A prisoner with a SHEH flag is to be accommodated in a suicide-resistant cell unless other reasonable factors warrant against such placement. This information is also to be recorded in the IRNA under the “Alternative placement recommended” section.

Refer procedures - At-Risk Management (Self Harm/Suicide).

7.2 Prisoners identified at admission with a history of mental illness

If it is identified during the IRNA that an offender has a history or a current diagnosis of mental illness, or has had previous contact with a mental health service provider, including immediately prior to admission to custody, the assessing officer must make a referral to Prison Mental Health Service for assessment. This information is to be communicated with the Senior Psychologist and recorded on IOMS in a case note, under the relevant category as well in the IRNA in the “Psychiatric and psychological” section.

Refer procedures - Case Noting and Case Reporting and appendix Guidelines - Completion of Immediate Risk Needs Assessment - Custodial Considerations (in-confidence)

8. Medical examination

Prior to initial placement, a prisoner's medical risk and needs should be assessed. Information is to be recorded in accordance with procedure - Offender File Management (in-confidence) (excluding Medical File)

9. Accommodation allocation

A prisoner must not be allocated to a cell or room prior to the completion of the immediate risk/needs identification and any referrals generated from that assessment.

The decision regarding a prisoner's placement in a corrective services facility must take into account the identification of the prisoner's immediate risk 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. Refer procedure - At-Risk Management (Self Harm/Suicide).

Prisoners with a Self Harm Episode (History) flag are to be accommodated in a suicide-resistant cell unless other reasonable factors warrant against such placement. This information is to be recorded in the IRNA under the “Alternative placement section” as well as being recorded on IOMS under the relevant category.

Refer procedure - At-Risk Management (Self Harm/Suicide); Case Noting and Case Reporting.

The placement of a prisoner on protection must be in accordance with the procedure - Protection.

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

10. Administration

A prisoner's period of imprisonment must be calculated according to the procedure - Sentence Calculation.

A prisoner's discharge and eligibility dates must be calculated in accordance with relevant legislation and QCS procedures with respect to-

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

All dates must be checked and confirmed after being calculated in IOMS.

A prisoner's further court commitments must be diarised.

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

The RoR-PV must be administered at the commencement of a new correctional episode for all prisoners 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.

The RoR-PV must be completed in IOMS following sentence calculation, including in those situations where the planning process is going to be commenced for sentenced prisoners who have additional outstanding charges pending. The RoR-PV must be completed prior to commencing an assessment for Immediate Placement Considerations, and a Rehabilitation Needs Assessment or ORNI-R.

Refer procedure - Assessment

12. Supervision requirements for an existing order when a prisoner is remanded in custody or sentenced to a short custodial term during a correctional episode

If a prisoner, who is subject to a community supervision order in a current correctional episode, is remanded in custody or sentenced to a term of imprisonment which is calculated to expire before the expiration of the community order the details must be recorded on the Sentence Management Decision Making Record in IOMS on transfer into custody.

The corrective services facility will assume primary supervisory responsibility for the prisoner's community order at the time the prisoner is remanded, or when a new sentence is made and is calculated to expire before the expiration of the community order. The corrective services facility must contact the relevant supervising officer at the probation and parole office and together determine the action to be undertaken to assist the progression of the prisoner's offender management plan, during the time the prisoner is detained in custody. The corrective services facility will initiate and complete an event based review to record the documented outcomes and decisions taken and if appropriate conduct an ORNI-R, in accordance with timeframes for new sentenced receptions. The corrective services facility will also update IOMS and place necessary documents on the offender file.

If the community supervisory location receives information relating to the prisoner's order, the relevant probation and parole officer must arrange for the information to be forwarded immediately to the corrective services facility where the prisoner is accommodated and contact the sentence management unit and determine whether the new information has any immediate impact on the current offender management plan. If this is the case, it should be determined what action needs to occur.

If a prisoner with an existing order is remanded in custody and has been subject to an event based review and later is granted bail for the outstanding charge, the primary supervisory responsibility will be returned the probation and parole office where the offender reports.

Refer IOMS - Event Based Review

12.1 Board ordered parole

Refer CSA s. 209; procedure - Parole Orders and Resettlement Leave Program

If at the time of admission to custody, the prisoner is subject to a board ordered parole order, the supervising officer at the probation and parole office supervising the offender is required to provide updates to the relevant parole board for the period that the offender remains in custody until the cancellation or expiration of the parole order.

A prisoner must be informed of the process for access to specialist staff and avenues by which immediate needs can be addressed.

Refer procedures - Assessment; At-Risk Management (Self Harm/Suicide)

Endorsed by:

MARK RALLINGS

Executive Director, Offender Intervention Services

Approved by:

MARLENE MORISON
Acting Commissioner

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