Signing Reports

Introduction

This topic covers the wording to be used in situations where a report (including pre-sentence, parole assessment, extended supervision, and re-sentencing reports) has to be signed off by someone other than the author.

The situations where this could occur are:

• absence, illness of the author
• altered deadline for the report
• complexity of report necessitating a range of people to prepare the report, and/or
• disagreement about the content of the report and refusal of the author to sign it.

Report finished but not signed

If the report has been finished but has not been signed off because of absence or illness of the author or the deadline has been changed, another probation officer or service manager can sign the report on behalf of the probation officer.

The service manager or probation officer would sign their own name above the name of the author using the abbreviation p.p. (by proxy).

Report unfinished

If the majority of the report is completed, the author is absent and the report is able to be finished by another person, an explanation to this effect should be added to sign off.

Example: 'This report was completed by <service manager> because of <illness/any other absence> of <probation officer>. '

Complex report

If the report has no clear author as it has been prepared by a probation officer but altered by either the manager, or several people, acknowledgement of the contribution from the initial probation officer is needed.

Examples of wording:

• Interview with <offender> and <family/significant other> and information related to <social circumstances/offending/etc.> was completed by <probation officer>.
• Report completed by <manager>.

Report changed after probation officer considers it completed

If the report has to be altered by the manager after the probation officer considers the report to be completed and is not willing to agree to the changes required by the manager, the report must be signed by the service manager. It should acknowledge that the:

• initial draft was prepared by the probation officer, and
• report was finalised by the manager.

Examples of wording:

• The initial draft of this report was prepared by <probation officer>.
• Report completed by <manager>.

Consultation

A service manager/area manager should discuss and if possible agree with the initial author of the report to any changes that are seen as necessary.

In any circumstance where a manager is signing a report on behalf of a probation officer, the manager must advise the probation officer of:

• their actions, and
• the wording that will be in the report.

Legislative reference: Section 27 Corrections Act 2004.