ES Report and Application Process

This topic details the process for writing an ES special conditions report to the NZPB. The process involves:

interviewing and enquiries
providing a draft report to the ES operations adviser at the head office, and
writing the final report.

A psychologist will also prepare a report for the NZPB, with details of the offender's risk, and must be consulted as part of the report writing process. The psychologist's report makes a recommendation that the NZPB approves the special conditions recommended in the probation officer's report.

Timeframes for reports and NZPB hearing

After an ES order has been granted and allocated to a probation officer, the ES coordinator will notify the probation officer and provide the deadlines for completion of the draft and final reports.

If the ES start date is…	then the timeframes are…
less than 4 months away	2 weeks to write the draft report, then 1 week to finalise the report, then 1 week for the psychologist to finalise and send their report.
more than 4 months away	3 weeks to write the draft report, then 2 weeks to finalise the report, then 1 week for the psychologist to finalise and send their final report.

Once the probation officer's and psychologist's reports are received at the head office, an application is sent to the NZPB who schedule a hearing approximately two months from then.

The ES coordinator will advise the relevant probation officer of the hearing date. The probation officer is required to attend the NZPB hearing.

Note: At this stage the offender might be:

still in prison
on release conditions, or
on ES (with standard conditions only, or interim special conditions).

Process for report writing

The following table describes the process for writing the ES special conditions report.

Stage

Description

Once the ES coordinator notifies the deadlines, the ES operations adviser sends the probation officer detailed guidelines and links to the ES report template and application template on Corrnet.

The probation officer:

interviews the offender
conducts enquiries, and
consults with the psychologist writing their ES report.

The probation officer writes the draft report.

The probation officer passes the draft report to the service manager and psychologist and incorporates feedback as necessary.

The probation officer:

emails the draft report to the ES operations adviser
incorporates feedback as necessary, and
returns the next draft.

The ES operations adviser confirms the content of the final version of report.

The probation officer completes a final report check with the service manager (quality assurance (QA) and sign-off).

If special conditions…	then the probation officer…	and…
are recommended	sends the hard copy of the final report and application to the ES operations adviser by courier	emails the final version of the report to the psychologist, and
are not recommended	sends the copy of the final report to the ES operations adviser, and retains the original on file	copies the report into an IOMS casenote.

If special conditions are recommended, the ES coordinator sends the probation officer's report, application and psychologist's report to the NZPB along with a letter from the general manager, CPPS, requesting a hearing date.

ES report process diagram

The following diagram shows the ES special conditions report writing process and the respective roles of the probation officer and psychologist.

Probation Officer

Psychologist

es-report-process-diagram

Note: If applying for electronic monitoring (EM) or person to person (PTP) special conditions, then follow the process set out in the specific topics on EM and PTP later in this chapter.

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