B.03.01 Prisoner Location Checks during the Day (National Procedure)

Procedure Standard

• The location of each prisoner during the hours of unlock is monitored, verified and documented, and the designated officer is notified of any non-compliance.

Procedures

1. Photographic muster boards are updated daily with accurate details of each prisoner.
2. Work Party Handover sheets are used for Prisoner Location Checks of CIE Work Parties. These may include photographs of prisoners (at discretion of CIE/PS in each region).
3. During the hours of unlock officers perform Prisoner Location Checks according to a schedule, with a maximum period of one hour between checks.
4. In extenuating circumstances (e.g. emergency requiring staff to undertake urgent duties) a maximum of one and a half hours is permitted between checks. Where hourly muster checks cannot be completed, the reasons why they couldn’t be carried out must be recorded in the control room / wing office log book or diary.
5. The starting point, time and the route to be taken must vary to ensure Prisoner Location Checks do not follow the same routine.
6. A Prisoner Location Check of each prisoner is completed by an officer and recorded in a log book / diary in the control room / wing office. Another officer may confirm a prisoner’s location if the designated location is off-site and the prisoner is within sight of that officer (e.g. CIE work party / medical escort).
7. The Central Point is informed at unlock, lunch and lock down of correct Prisoner Location Checks and collates them from residential units, CIE work parties, and the supervisor of any prisoner(s) off-site. (The Central Point records the total muster on IOMS).
8. When a prisoner is not at their designated location the Central Point is advised, as is the senior officer in the prisoner’s unit.
9. When advised a prisoner is not at their correct location, the designated officer must order a second Prisoner Location Check and advise the Central Point.
10. Should the second Prisoner Location Check confirm a prisoner(s) to be missing, the ‘escape response plan’ is initiated.
11. The prison muster and each prisoner’s location is reported to the Central Point where it is certified by the designated officer as being correct or incorrect.
12. In the event of a prison muster being incorrect, the designated officer is advised and decides on action to be taken.

At the end of the day-shift

1. The senior officer of the shift completes the shift hand-over and identifies any event that occurred outside of normal routines.
2. The senior officer of the shift briefs the oncoming shift senior officer on the current muster status and any concerns that may impact on the safe, secure and humane containment of prisoners.
3. The oncoming shift senior officer is to record and sign for the muster in the lock-up book / log-book, and indicate that the handover brief was satisfactorily completed.
4. The handover brief may include special instructions for occasions when prisoners are housed communally in designated locations (e.g. Maori Focus Units, Faith Based Units, Youth Units).

Officer undertaking a Prisoner Location Check

1. Collects muster board with names of prisoners to be checked (the use of photos is optional for checks other than for general unlock and lock-up).
2. Completes Prisoner Location Checks of prisoners in residential units, recreational areas, programme facilities or CIE work parties, or obtains confirmation from supervisor of prisoners at locations off-site (Prisoner Location Checks of CIE Work Parties are the responsibility of CIE staff).
3. Documents and certifies prisoner locations.
4. Immediately reports to the designated officer when a prisoner is not present at their location.
5. Certifies the number of prisoners at lock-up in the lock-up book.

Designated Officer

1. Orders a second check in the event of a prisoner missing, or of an incorrect muster total.
2. Advises the Central Point of the results of subsequent Prisoner Location Checks.
3. Decides on any action to be taken in the event of an incorrect prison muster.
4. Ensures relevant procedures documented in E.08 Incident Reporting in Prisons and PECCS are completed within required timeframes.

Central Point Staff

1. Collates, documents and reports completed Prisoner Location Checks.
2. Maintains ongoing communication with CIE work parties, residential units and other supervisors of prisoners.
3. Prepares lock-up book for general lock-up.
4. Completes log-book / diary for the running muster total.

Officer in charge of Central Point

1. Certifies lock-up book and issues instructions for night staff.
2. Reports incorrect musters or other incidents to designated senior officer on duty or the ‘on-call’ officer as appropriate.
3. Records the unlock, midday and lock-up musters in IOMS.