A.06.01 Inducting Prisoners into Prison (National Procedure)

Criteria

Induction occurs when the prisoner:

is received into a prison whether on custody, remand or following sentence.
first arrives at a specialist unit or facility,
changes units or facility, or
transfers to another prison.

Induction ends for the prisoner when the induction process is completed.

Purpose of Induction

The purpose of induction is to:

Enable prisoners to be received into the Corrections system in an efficient and effective manner.
Ensure that prisoners are aware of;
1. their rights and responsibilities;
2. the prison rules, routines and procedures; and
3. compliance issues.
Assist in the effective identification, assessment and management of prisoners who may be at immediate risk of self-harm or harm to or from others, or who may have immediate needs.
Enable prisoners to make informed decisions about how they will respond to, undertake and complete their sentences or remand periods.
Promote and reinforce the message of chance to change.
Promote and reinforce the invitation to take responsibility.

Performance Standards

To ensure that each prisoner received (and subsequently as required), is provided with, or can access and understand all required information about:
1. How his / her order (Court imposed remand period) or sentence will be managed.
2. General information (including rules and routines, conduct, transfers).
3. Legal information concerning the prisoner's order or sentence.
4. Requests, concerns and rights or the prisoner, his / her family / whānau, friends and advisors.
To provide each prisoner with information, or the ability to access information, in a timely and understandable way concerning his / her situation that promotes informed decision-making and personal responsibility in the prisoner.

Procedure Standard

Each prisoner's induction is systematically completed within three working days (72 hours) of admission to a prison. Induction information is provided to each prisoner in a way that best suits the learning style, and ability of the prisoner, using a range of communication and questioning techniques. Prisoners’ questions are answered clearly and succinctly.

Review documents and offender records

The review of documents and prisoner records, are to include the following:

Reviewing all appropriate prisoner documents and records prior to the Induction interview or procedure to familiarise yourself with the prisoner’s circumstances and special needs.
If the prisoner is on remand, or has been sentenced, completing prisoner admission procedures.
If the prisoner is to be transferred to another prison, completing pre-transfers procedure.
Identifying any issues relating to the prisoner that may need to be addressed at the Induction interview.
Identifying any potential problems that may prevent the prisoner from participating in the Induction interview or procedure (e.g. language, cultural issues, family responsibilities, mental health, disability, illness, alcohol or drug addiction).
Recording any missing or incomplete documents or records and arrange for their inclusion or completion.

Prepare for Induction Interview or Procedure

Preparation for induction interview or procedure are to include the following:

Defining the purpose of the meeting and plan the structure of the meeting.
Preparing and assembling all resources (e.g. interview room, equipment, checklists, pamphlets, video, visual aids) required for the Induction interview or procedure prior to the interview commencing.
Completing checks and arrangements.
Acknowledging limits of individual competence in using correct protocols and language of other cultures and seek advice from appropriate people.

All staff that perform Inductions are assessed as having the skills and knowledge to achieve the Level 3 National Certificate in Offender Management.

Conduct Interview

The conducting of the interview are to include the following:

Starting Induction interview or procedure
Being alert to risk of self-harm and immediate need
Closing the interview and signing off.

All Induction Interviews (A.06.01.F2) are to be completed within 24 hours of reception into the prison.

Close and Evaluate Interview Induction

Close and evaluate interview induction to include the following:

Summarizing feedback given to CO during assessment
Sign off by manager
Completing Evidence Checklist.

Immediate Needs Checklist (A.06.01.F1)

Procedures

A prisoner's immediate needs are identified and recorded on the Immediate Needs Checklist (A.06.01.F1) for all prisoners when they are first received into a prison, whether as a remand or a sentenced prisoner within 4 hours.

The only exceptions to this procedure are;
1. prisoners transferring to prisons within the same vicinity (within a 50 kilometre radius) or;
2. remand prisoners who go to court and return the same day, unless they return as a sentenced prisoner.
3. sentenced prisoners who go to court on further charges and return the same day after having their case deferred.
Under these circumstances the mandatory requirement is that a comment is made in the additional comments section of a new Immediate Needs Checklist (A.06.01.F1).

A comment such as, “the prisoner has been asked and has stated that they have no immediate needs requiring attention” would suffice.
Where possible the needs are addressed and results documented, and where not possible referrals are immediately made to the most appropriate person available.
Each prisoner who is a citizen of another country is given written advice that they may inform a consular representative of their detention without delay (Advice to a Prisoner Who is a Citizen of another Country(A.06.01.F4)).
The ‘First Days Video’ to be shown to first time prisoners on remand or sentenced unless a prison has written authorisation from the GMPS granting an exemption on practical grounds.
If it is the prisoner's first sentence, or the prisoner is on remand, or they have not been in prison for more than a year then they are given a copy of the '’First Days'’ booklet.
The prisoner signs that they received the 'First Days' booklet.
Within four hours of the prisoner’s arrival at their accommodation unit after reception at the prison, the Immediate Needs Checklist (A.06.01.F1) is completed and further actions to be taken are identified and arranged.
The prisoner is to be issued with a PIN for the Prisoner Telephone Call Control System (ITCCS) as soon as possible after reception.
The prisoner is interviewed to ensure that;
1. the necessary information is understood, and
2. the procedures of the unit are explained, and
3. Support staff availability is outlined

Induction Interview (A.06.01.F2)

Induction interview (A.06.01.F2) is completed within 24 hours of receiving the prisoner into a unit or within 72 hours of initial reception at the prison.

The only exceptions to this procedure are;
1. prisoners transferring to prisons within the same vicinity (within a 50 kilometre radius) or;
2. remand prisoners who go to court and return the same day, unless they return as a sentenced prisoner.
3. sentenced prisoners who go to court on further charges and return the same day after having their case deferred.
Under these circumstances the mandatory requirement is that a comment is made in the additional comments section of a new Induction Interview form (A.06.01.F2).

A comment such as, “the prisoner is returning from court and has previously been inducted into the prison / unit”.
At induction the prisoner is given a copy of the ‘Information on Parole and Home Detention’ pamphlet.
During the induction interview process prisoners who are citizens of another country are advised in writing (Advice to a Prisoner Who is a Citizen of another Country (A.06.01.F4)) that they may inform a consular representative of their detention, and may forward any correspondence to a representative without delay.
A form has been provided by Work and Income allowing a prisoner to stop his / her benefit if they choose to do so. Once the form is completed the prison will forward it to Work and Income.
At induction the prisoner is given a copy of the Mailing Monitoring Notice (A.05.01.F1).
When a prisoner moves to another unit that unit's procedures are explained within 4 hours of arrival.

Key Roles and Responsibilities

Receiving Officer / Induction Officer

Ensure policy standards are adhered to.
Induct the prisoner in accordance with the guidelines contained in the Sentence Management Procedures Manual Part 2 (Receive and Induct).
Identify and record immediate needs.
Address needs where possible.
Advise prisoners who are citizens of another country that they may inform a consular representative of their detention, and may forward any correspondence to a representative without delay.
Provide prisoners with the Work and Income - Prisoner Authorisation to Disclose Information form authorising his / her benefit to be stopped and forward form to Work and Income.
Provide prisoner with a copy of the Mail Monitoring Notice (A.05.01.F1).
Make referrals and ensure checklist is seen and actioned by prisoner's unit manager.
Inform prisoner on how to access "First Days" information on Prisoner Kiosks.
Provide prisoners with Parole and Home Detention information.
Complete, with prisoner, Immediate Needs Checklist (A.06.01.F1) IOMS form, together with New Arrival Risk Assessment (B.14.01.F1) IOMS form.
On reception:
1. provide copy of "Local Induction Handbook" to all prisoners.
2. provide copy of "Marking Time" to all remand prisoners.
3. provide copy of "First Days" to all sentenced prisoners.
Provide prisoner with opportunity to make (free) telephone call.
Complete Voluntary Protective Custody of a Prisoner form (B.20.01.F1) (Part A) when prisoner seeks Voluntary Segregation.
Make any necessary referrals.

Unit / Officers

Facilitate inductions for newly received prisoners within the unit, as per Induction Interview (A.06.01.F2) IOMS form.
Provide prisoner with opportunity to make (free) telephone call, if not completed at Receiving office.
Provide relevant information as requested by prisoners during their placement in the unit, including informing prisoner how to access "First Days" information on Prisoner Kiosk.
Make any necessary referrals.

Unit Manager / PCO

Review initial checklist and action identified needs where possible.
Ensure the induction interview has been completed by Unit staff and is recorded.
Ensure unit information booklets are issued to each prisoner.
Ensure unit procedures and obligations and rights are explained to each prisoner and ensure they are understood.
Refer issues for prompt action.
Develop, compile and make available the unit booklet.
Undertake checks to ensure induction is accurately completed and prisoners received all relevant information and unit induction booklet.

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