A.05.03 Prisoner Access To Approved Telephone Contact Numbers (National Procedures)

Procedure Standard

Each prisoner’s phone calls are verified and approved.

Requirements:

• R1 Phone contact approval
• R2 Information to the intended call recipient
• R3 Norms For the Prisoner Telephone Call Control System (PTCCS)

Procedures

1. The A.05.03.F1 Prisoner Telephone Number Request form is completed according to the phone contact approval requirement.
2. Each intended recipient of the prisoner’s calls is contacted according to requirements to verify whether or not they wish to receive calls from the prisoner. This form also forwarns prisoners that their call will be recorded and monitored, which type of calls are excempt from monitoring, and purposes for which information obtained from monitoring may be used.
3. The decision of the recipient is written down, the PIN allocated and the form signed and dated.
4. The form is signed, dated, and any reasons for a change in the decision of the intended recipient noted on the form.
5. The original of the authorised form is given to the prisoner within five days of the decisions being made.
6. A copy of the authorised form should be referred to the prison site crime prevention team, or should be consistently retained on IOMS in the Prison document tree under the induction to Unit Section.
7. Any approved numbers are entered into the telephone system.
8. Printouts of the phone calls are monitored to identify any trends or issues to be managed, and filed.
9. The Unit Manager investigates and where possible resolves issues of security and equitable telephone access.
10. Prior to a prisoner's transfer, a report of their current authorised contacts is printed and placed on the prisoner file, and the records of transferred and discharged prisoners are deleted from the telephone system.
11. The Unit Manager can approve additional prisoner access to calls where necessary, after investigating and confirming the circumstances.

Issue of PIN to access global 0800/0508 numbers

To allow all prisoners access to global 0800/0508 numbers, all prisoners shall be issued with a PIN for the PTCCS as soon as possible after reception.

Approving a Prisoner’s Telephone Contact Numbers

Key Roles and Responsibilities

Prisoner

• Identify telephone numbers.

Prisoner Telephone System Operator

1. Allocate PIN.
2. Enter approved phone calls into the telephone system.
3. Delete phone contacts where a prisoner has transferred or been discharged.
4. Analyse phone print outs to identify any patterns or trends.

Designated Staff

• Contact intended phone call recipients.

Unit Manager

• Manage issues of security and access arising from the use of the phones.
• Investigate and approve non ITS telephone use.

Prison Manager

1. Approve who will be the Prisoner Telephone System Operator.
2. Must ensure a remand prisoner has access to a telephone at all reasonable times for the purpose of communicating with his or her legal advisor or to arrange bail.
3. Must ensure that a sentenced prisoner has access to a telephone at all reasonable times for the purpose of communicating with his or her legal adviser about pending proceedings.
4. Must ensure that a prisoner has access to a telephone at all reasonable times if an inspector or an ombudsman asks for that prisoner to be able to contact him or her by telephone.

Process Steps