Procedure - Offender Purchasing

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Purpose
1.	Process
2.	Offender canteen services
3.	Sales to offenders (external)
3.1	Selling price
3.2	Not permitted
3.3	Warranty/Guarantee and ordering from outside suppliers
3.4	Quality, packaging, limits and storage
3.5	Property limits and compatibility
3.6	Recording of offender property
4.	Sales to offenders (Internal)
4.1	Selling price
5.	Grievances

Purpose

To prescribe the methods available to an offender for the purchase of approved goods and services.

1. Process

The general manager of a corrective services facility must provide for the management and administration of the method of, and facility for, the purchase of approved goods and services by an offender.

Offender purchasing incorporates-

1. offender canteen services;
2. sales to offenders (external); and
3. sales to offenders (internal).

2. Offender canteen services

An offender canteen provides for a selection of items to be available for purchase by an offender through a facility canteen or contracted buy-up system.

Refer procedure - Canteen for Offenders

3. Sales to offenders (external)

Refer Corrective Services Act 2006 (CSA) ss 44, 50, 311 and Corrective Services Regulation 2006 ss 19, 44; appendix - Items Allowed for Sale to Offenders

Subject to the approval of the general manager of a corrective services facility, an offender may purchase items not available in the offender canteen. Canteen stock items must not be substituted (eg a particular brand of biscuits cannot be substituted for the brand of biscuits stocked in the canteen).

An offender must have sufficient funds in his/her trust account and must complete administrative form - Application to Expend from Trust Account (Store). When the purchase is approved by an authorised officer, funds must be “frozen” in the offender's trust account to pay for the items when received.

3.1 Selling price

The selling price of items purchased must be the invoiced price of the items plus delivery charges. No mark up must be applied to the invoiced price.

3.2 Not permitted

An offender must not purchase-

1. a DVD player;
2. a DVD;
3. any device with a DVD playing capability;
4. any type of electronic game playing console (including Sony Playstation 2, Microsoft X Box and Nintendo Game Cube);
5. a portable electronic storage device (eg USB key, MP3 player or R/W Ipod); or
6. a watch with a recording device.

Refer procedure - Computers - Offender Access to In-Cell Computers

3.3 Warranty/Guarantee and ordering from outside suppliers

For warranty/guarantee purposes, the ordering facility must-

1. ensure the ordering offender's identity (such as name, ID number) is not shown on the order (eg for personal medications) being forwarded to the supplier;
2. enter an ordering/purchasing code on both the offender's request form and order details sections of the order form to be used as the reference between the offender and supplier; and
3. provide a copy of the purchase receipt to the offender upon request.

3.4 Quality, packaging, limits and storage

The general manager of a corrective services facility must ensure that any item purchased on behalf of an offender is of good quality and condition, is not defective or damaged and conforms to the detail, requirement and description given by the requesting offender.

At a high security facility, packaging including outer cartons/boxes, inner protective wrapping (eg plastic bubble wrap, polystyrene) must not to be issued with the purchased item as it may present a fire hazard. Packaging may be used to deliver an item to an offender's accommodation if the item is at risk of being damaged during delivery. This packaging material must then be returned to the reception store where, at the reception store supervisor's discretion, it may be-

1. retained in the offender's allocated property storage area provided the total volume is within the prescribed property limits; or
2. destroyed.

3.5 Property limits and compatibility

The general manager of a corrective services facility must ensure that any item purchased by an offender is included within the property limit allowance and is compatible with the facility's electrical capabilities.

Refer procedure - Property of Offenders

3.6 Recording of offender property

An item of approved property, other than consumables purchased by an offender, must be recorded in IOMS, if required.

Refer procedure - Property of Offenders

4. Sales to offenders (Internal)

Subject to the approval of the general manager, an offender may purchase other approved items or services provided by the facility. The offender must have sufficient funds in his/her trust account and must complete administrative form - Application to Expend from Trust Account (General), which must be approved by an authorised officer (refer CSA ss 311, 314).

Examples include-

1. art and hobby materials purchased by the facility;
2. educational materials (including photocopy and laminating charges);
3. photographs (personal - taken by facility staff);
4. postage charges;
5. rental of a television set; and
6. telephone call charges (for the Prisoner Telephone System (ARUNTA)).

4.1 Selling price

The selling price of items purchased must be determined by the general manager on the basis of cost recovery. No mark up must be applied to this type of purchase.

5. Grievances

An offender wanting to make a formal complaint relating to the purchase of an item must forward written advice to the general manager describing particulars of the complaint (refer procedure - Complaints Management).

The general manager must ensure an offender's complaint is investigated in a timely manner and the offender is advised of the outcome in writing. The finding in relation to the complaint, including a copy of the written advice to the offender, must be placed with relevant documentation on a file maintained for this purpose.

F P Rockett
Director-General

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