A.03.01 Special Religious and Spiritual Service

Procedure Standard

To provide appropriate religious and spiritual support for prisoners in the event of whānau / family bereavement where the prisoner cannot attend the actual service. Where approved, a special culturally responsive religious service which may include visitors may be provided by the Prison Manager.

Procedure

All appropriate support will be offered to the prisoner as soon as notification of the death of a whānau/family member has been officially received.
A prisoner may apply for and be granted temporary release or an escorted outing to attend a tangi / funeral of a whānau / family member. The prisoner may apply to the Unit Manager for a Special Service through the B.10 Interview process if the:
- temporary release or an escorted outing application is declined
- prisoner choses not to attend the actual service; or
- whānau / family do not wish the prisoner to attend.
Each application for a Special Service will be reviewed and approved or declined by the Prison Manager at their discretion.
All Special Services must be approved by the Prison Manager.
If the application is declined, a review may be initiated by the prisoner through the B.10 Interviews and Complaints process, or whanau / family by contacting the Inspector or Ombudsman.
The Unit Manager, in consultation with the appropriate cultural advisor and the Chaplain ensures that any approved special services are appropriately arranged.

Process

Step	Responsible	Actions
Apply to Unit Manager for Special Service	Unit Manager	Completes a B14 with the prisoner Through the Case Officer, the prisoner makes a written request for a Special Service using the B.10 Interview process to see the Unit Manager and discuss Special Service request. The Unit Manager will make a recommendation and refer request to the Prison Manager.
Apply to Prison Manager for Special Service	Unit Manager	Record the names of the visitors nominated by the prisoner. Check IOMS to see if they are already approved private visitors. Complete F1 listing all visitors nominated by the prisoner to attend the Special Service and forward to the Prison Manager. Details to be included in application are: name of each visitor that they are approved private visitors in IOMS all relevant Special Service details (date, time, attendees etc ) in consultation with Kaitiaki, Chaplain etc. If any of the nominated visitors are not approved private visitors, then they must be processed to become approved private visitors. Ensure that all non-approved nominated private visitors receive an application form to become an approved private visitor. Check availability of appropriate venue.
Obtain clearance for non-approved private visitors	Visits Admin Staff	Process visitor applications as normal (under urgency). Inform Unit Manager of the outcome.
	Unit Manager	Update Prison Manager with revised visitor status. If visitor fails security clearance, then discuss visitor security status with the Prison Manager.
	Prison Manager	If nominated visitor fails security clearance and the Prison Manager DOES NOT approve the visitor to attend the Special Service, then inform the prisoner in person. Prison Manager may seek advice from National Office for the approval of any private visitor that fails a security clearance for the express purpose of attending a Special Service if they do not present a risk to the site safety or security.
	Unit Manager	Update the prisoner’s File Notes.
Arrange special service	Unit Manager in consultation with Kaitiaki / Chaplain	Arrange date and time for special service. Communicate details to the prisoner. Communicate details to the prisoner’s whānau / family. Ensure whānau / family confirm attendance. Arrange refreshments. Update the prisoner’s File Notes.
Special service request not approved	Prison Manager	If the prisoner’s request for a special service is declined, they must be informed in person by the Prison Manager. The prisoner may request a review of the decision through the B.10 Interviews & Complaints Process.
Special service request not approved	Unit Manager	Updates the prisoner’s File Notes. Completes a B14 with the prisoner. Takes the appropriate action in accordance with the B14 policy and procedure.