Organising an SPM - Corrections Department NZ

Introduction

The offender's supervising Probation Officer organises and convenes the meeting. A different PO should facilitate the meeting itself. This section covers the steps to follow in organising the SPM before, during and after the meeting.

Before the SPM

Here is the procedure to follow, and the resources required for each step, before an SPM. All forms and fact sheets are available on Corrnet.

Step	Action	Resources
1	Identify a proposed date and time for the SPM with the offender.
2	Confirm the availability of a facilitator and appropriate venue for that date. The facilitator is someone other than the supervising PO from that service centre who is trained and skilled in SPM facilitation.	The venue should be a private, well-ventilated room, large enough to hold all participants comfortably.
3	Send SPM invitations and fact sheets to all proposed participants, with the proposed date and time of the meeting. Record on the Participant Checklist which participants have been invited.	SPM Invitation Template Participant Checklist Fact sheet "Ending Offending Together: information for support people" Fact sheet "Support Planning Meetings: information for professionals"
4	Provide the facilitator with copies of the offender's CPS file documents and SPM forms. Note: CPS file documents should not be given to participants or taken into the meeting.	Participant Checklist Consent Form, signed. Any psychological risk assessment reports Level 2 or pre-release report(s) Release licence or Court order Previous conviction history
5	Prepare the offender for the meeting by reviewing offence chain or risks and identifying any barriers to participation. If the offender has not received treatment then make an urgent referral to Psychological Service for up to four sessions with a psychologist to develop an offence chain and identify risks. Or, if there is not enough time for the referral, then discuss the offence chain or risks with the psychologist.	Cost / Benefit Tool Form PS Referral in IOMS
6	Contact the support people and: Review the fact sheets sent to them. Discuss any issues raised. Establish their understanding of risk and their attitude towards offending. Confirm their role and the purpose of the SPM.	Fact sheet "Ending Offending Together: information for support people" Fact sheet "SPMs: information for professionals" Participant Checklist
7	Contact professionals invited to the SPM and: Confirm their attendance. Review the meeting process and their role. Answer any queries.	Participant Checklist
8	With the facilitator, identify issues to be addressed during the meeting. Discuss: Assessed risk of offender. Current motivation and compliance. Participants' understanding of their roles, the SPM purpose and relapse prevention strategies. Any concerns about the suitability of support people. Reintegrative needs. Any issues that may prevent successful facilitation of the meeting. Any other concerns raised by the PO or other participants. Note: the facilitator must have sufficient knowledge of the offender and their risk to safely facilitate the process.	Participant Checklist CPS file

At the SPM

Here is the procedure to follow, and the resources required for each step, on the day of the SPM.

Note: the meeting itself is led by the facilitator. See "Facilitating an SPM" section for details.

Step	Action	Resources
1	Prepare the venue.	Chair for all participants Water and hot drinks facilities Whiteboard with copy facility Whiteboard markers Paper and pens
2	Throughout the meeting: Provide relevant information Take notes of participants' contributions
3	Fill out the Safety Plan Template. Have all participants fill out their details on the draft safety plan and sign it. Record attendees on Participant Checklist.	Safety Plan Template Participant Checklist

Step

Action

Resources

Prepare the venue.

Chair for all participants
Water and hot drinks facilities
Whiteboard with copy facility
Whiteboard markers
Paper and pens

Throughout the meeting:

Provide relevant information
Take notes of participants' contributions

Fill out the Safety Plan Template. Have all participants fill out their details on the draft safety plan and sign it.

Record attendees on Participant Checklist.

Safety Plan Template
Participant Checklist

Withdrawal of consent during SPM

If the offender withdraws consent to the SPM during the meeting, the meeting must be closed. Information disclosed prior to withdrawal of consent can still be retained and used by the SPM participants for lawful purposes.

After the SPM

Here is the procedure to follow after the SPM. Steps 1 to 5 are to be completed within 5 working days of the SPM.

Step	Action
1	If particular participants have expressed personal issues or distress in response to the SPM, make follow-up contact with them and if necessary provide information about possible community support for them.
2	Type up the safety plan from the draft filled out at the SPM, without alteration.
3	Obtain the offender's signature on the safety plan.
4	Place a copy of the draft and typed safety plan on file and an electronic copy in IOMS.
5	Send copies of the safety plan to all participants by secure post/registered mail. Note: Remove the front page of the safety plan with the offender's sentence/order and contact details before sending copies to non-professional support people.
6	Follow up any activities specified in the safety plan and monitor compliance by the offender.