The Work Project Register

Introduction

The probation officer must maintain a work project register or arrange for it to be maintained. This topic deals with the contents and maintenance of the register.

Work project files

The work project register is a collection of work project files for every project that has been requested whether it is:

• approved
• declined, or
• approved but on hold.

These files are used to manage the project and are subject to occasional audit checks to ensure that the projects being undertaken comply with legislative requirements.

Work project file contents

A work project file contains the following information:

• the written request for the project to be considered
• the response accepting or refusing the project with explanations
• the project sponsor’s details
• a description of the project sponsor’s eligibility under the Sentencing Act 2002
• a full description of the project with objectives
• wet weather policy for work site activities
• a copy of the project work sheet
• a copy of the work project progress log sheet, and
• an original copy of the work project agreement including
  • the disclaimer of responsibility, and
  • copies of any hazard identification forms.

Note: Only the first two documents are required if a project is declined or (until work begins) on hold.

IOMS records

When a project is requested, and if the project sponsor is a new sponsor, the probation officer creates a project sponsor record.

Forms used

The following forms are used to record work project register information, the:

• work project agreement format to form the contract with the project sponsor
• work project sheet to record the details of the project work
• hazard identification form to record any health or safety hazards, and
• work project progress log sheet to record progress and relevant events.