How to Make an Application

Application documents

To make an application to vary or discharge a condition the probation officer must:

consider the reason for the application, and if appropriate
complete the formal application template.

The application should:

be specific and factual
state a detailed reason for applying
provide all the information necessary for the NZPB to make a decision
provide any additional evidence to support the application.

This is available as a template in the ‘Forms’ section of Corrnet (Application to Vary or Discharge Conditions).

Note: When an extended supervision (ES) application is being completed in relation to current or proposed special conditions of electronic monitoring, psychological intervention or person to person monitoring please consult with the ES operations advisor prior to initiating the application for further information and to ensure approval is sought.

Making the application

Use the following steps to apply for a variation, suspension, or discharge of conditions.

Step	Action
Reviewing the Information
1	Review all the relevant information and documents to ensure there is sufficient evidence to support an application for a variation or discharge.
2	Ask the offender whether they intend to appear before the NZPB to state their case, so you can indicate this when completing the application.
Preparing the paperwork
3	Complete the application template available on Corrnet *‘Application to Vary or Discharge Conditions’*.
4	Ask the service manager to check the application before proceeding past this point.
Recording application details
5	Copy the application into offender casenotes in IOMS and record any other details.
6	Update the application management tab in IOMS.
Informing the offender
7	Discuss the application with the offender. Ask them to acknowledge and confirm their consent/non-consent to the application.
Progressing the application
8	Make three copies of the original application (the original is for the NZPB). The copies are for the: offender police, and for the probation officer to place on the offender file.
9	If appropriate (and with service manager approval): suspend action on the special condition under application for variation note the offender file, and notify any programme service provider/facilitator. where applicable until the application has been heard and decided.
10	Arrange for the original of the application and other supporting documents to be filed with the NZPB.
11	NZPB confirms the hearing date (only if the offender is attending the hearing).
12	Inform the offender of the hearing date.

Following the hearing

Use the following instructions to record the application outcome and advise the offender following the NZPB hearing.

1	Check the sentence/order management screen in IOMs for new or amended conditions
2	Record the outcome of the application in IOMS casenotes
3	Update the application management tab in IOMS.
4	Record any variation of conditions in the offender plan.
5	Place a hard copy of the new release licence or special condition on file.
6	Inform the offender in writing of the result of the application.

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