When an offender's name appears on the CSO List and a specified agency matches the name with a current record in their own system, that agency may need to verify the offender's identity.
When the Service Manager or Probation Officer receives information that an offender is, or may be, known to that specified agency, the Probation Officer will check whether or not the offender is the same person identified by the agency, and inform the agency accordingly.
Once the person identified by the specified agency is verified by Corrections as the offender on the CSO List, the Probation Officer should disclose to that agency personal information about the offender in accordance with the applicable Schedule to the Agreement for Information Sharing About Child Sex Offenders.
For the purposes of Schedules 2, 3 and 4 of the Agreement for Sharing Information About Child Sex offenders a reference to a child or young person under the age of 16 years is also deemed to include a reference to a person with "significant impairment" (as defined in section 138(6) of the Crimes Act 1961) regardless of their age.
If personal information disclosed by Corrections to a specified agency changes after that disclosure is made, Corrections must notify that agency of the change within 72 hours of becoming aware of the change. The same applies if the specified agency discloses personal information to Corrections and the information changes after the agency makes that disclosure. Address changes must be entered in the offender details screen in IOMS and changes to reporting centre must be updated in IOMS to ensure that the information in the next CSO list is updated.
The Probation Officer discloses personal information about a child sex offender through secure e-mail, or by facsimile to the specified agency to which that information may properly be disclosed.
In all matters relating to the Agreement for Sharing Information About Child Sex Offenders, personal information disclosed between Corrections and the specified agencies must be documented on the CPS Information Disclosure forms.
Reference: The disclosure forms can be found in CPS Operations Manual forms, Volume 4, Risks and Relationships.
Where disclosure by secure email or fax is not reasonably practicable in the circumstances but verbal disclosure is, a verbal disclosure may be made by telephone call (or in person) and must be limited to the personal information specified in the applicable Schedule.
A file note recording the verbal disclosure will be made as soon as possible after such disclosure and will be completed on the relevant forms.
When a specified agency discloses personal information to the Probation Officer about the child sex offender this information must be held in a separate envelope within the offender's hardcopy file. When the Probation Officer receives information that involves a change in circumstances, then this will be updated in the offender's records.
The disclosure from the other agency may indicate that a return disclosure by CPS needs to be made in line with the applicable Schedule of the Agreement for Sharing Information About CSO. This would be provided on the form designated for that agency and should be actioned by the Probation Officer to the contact noted on the other agency form.
If CPS wants information another agency holds on a CSO and this has not already been provided, CPS could contact that agency and make a request that they disclose the information to CPS on the appropriate disclosure form.
Changes of address notified by another agency should be verified with the child sex offender and then entered immediately into IOMS in the offender address screen, via the offender details screen It is important that the offender address screen is updated in IOMS as the information contained in the CSO list is populated from this screen in the IOMS database.
If a specified agency is considering providing information or comment to the media on a matter relating to the Agreement for Information Sharing About Child Sex Offenders which comes within another agency's responsibilities, they must first consult with that agency before providing information or comment. This will take place at head office level.
Note: No Probation Officer may disclose any information to the media.
If contacted by the media the Communications Unit at Head Office must be alerted immediately. Contact (04) 460 3365 or extension 68365 or after hours 021 761 828.
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