Processing Transfers into the Area

Introduction

This topic covers the procedure for transferring the responsibility for administration of the sentence to one CWC from another CWC. This happens when an offender moves their place of residence out of reasonable travelling distance from the original CWC.

Documents received

When another CWC processes the transfer of an offender to your CWC, you will receive:

a transfer letter from the transferring senior community work supervisor/probation officer, and
the offender’s file.

Note: The transferring senior community work supervisor/probation officer will have completed all offender records in IOMS.

Transfer without notice

An offender who is not allocated to your CWC may report to your CWC due to either:

the first report being outside the area where the offender was sentenced, or
the offender having moved address and not notified the supervising senior community work supervisor/probation officer

In either of these cases:

contact the CWC to which the offender is allocated
request the original court order and file
reallocate the offender to your CWC, and
ensure that the full transfer process is followed.

Reporting before transfer processed

If an offender reports to the receiving CWC before the transfer has been processed, the duty officer should:

contact the originating office to get an estimate of when the transfer documents should arrive, and
instruct the offender to report at a later time, when they estimate the transfer will have been processed.

Note: This instruction must be given using a written ITR.

Transferring an offender to the CWC

After completing all offender records in IOMS, the process below is followed for transferring an offender to the CWC.

Stage	Description
Administrative support staff
1	Within 48 hours of receipt of transfer documents: confirm the transfer by recording it in IOMS, and pass the offender's file to the allocations officer.
The allocations officer
2	Checks that the: offender’s file contains all the relevant documents, and documents are complete and up to date completes an offender warning system (OWS) assessment process reads through the offender’s file, and determines the senior community work supervisor/probation officer most suitable for the offender. Note: If anything is missing or insufficiently detailed, the allocations officer obtains this information from the originating CWC.
3	Passes the offender’s file to the allocated senior community work supervisor/probation officer, and advises administrative support staff of the allocation.
The allocations officer
4	Update IOMS to include the allocation.
The senior community work supervisor/probation officer
5	Reviews the offender’s file and the transfer assessment, and prepares to induct the offender into the receiving centre.
6	Checks the written instruction to report in the file. Should the offender have reported by now? If yes, go to stage 7. If no, this completes the process. They wait for the offender to report as normal.
7	Checks IOMS ‘Report in’ for the sentence. Has the offender reported? If yes, they prepare for the first interview at the time instructed. If no, they contact the offender by mail and instruct the offender again to report. Note: If the offender fails to report or respond to the letter, return the file, for prosecution action, to the CWC the offender was transferred from.
8	Contacts the supervising senior community work supervisor/probation officer at the originating CWC to advise that the offender has: reported as directed, so the transfer is complete, or not reported as directed, and the file is being returned for breach action.

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