Checking IOMS records

Service managers carry out regular checks of the offender warning register to ensure that offenders identified on OWS are well managed, the information stored is correct and reflects the current status of the offender. This is done in compliance with the necessary safety precautions required when dealing with offenders of this nature.

The following information relates to how IOMS records are to be checked.

Recording checks in IOMS

Service managers should record all OWR checks in IOMS casenotes to show that service manager oversight at the appropriate frequency has been undertaken. Service managers must identify whether remedial action is required and indicate the area requiring action.

The conventions in the following table can be used when recording a service manager check.

Note: IOMS casenotes should not be used to instruct probation officers of actions required. The service manager should discuss any identified risks/issues with the probation officer as soon as possible after the OWS check.  

IOMS checks

Service managers must check the IOMS records for each offender on the OWR to ensure that:

• high-risk offenders on strength are on the list
• information in IOMS is accurate and up to date
• offenders on the register are being managed in compliance with the sentence management and enforcement guidelines
• where entry of an offender into the OWR is delegated and the information is correctly entered in the OWR in IOMS
• all offenders on the register still meet the criteria.

Frequency of checks

Checks are completed weekly for the first phase of an offender's sentence/order.

At the start of the second phase of an offender’s sentence/order the OWS checks reduce to fortnightly providing the:

• offender has complied with the conditions of the sentence or licence
• service manager considers the risk presented by the offender is being sufficiently well managed.

Frequency for life parolees

For offenders on life parole/indeterminate sentences, conduct IOMS record checks at the frequency described in the following table.

Note: Re-assessment is to be undertaken on Form OWS3 and recorded in the OWR and in casenotes in IOMS.