B.09.02 Visitor Approval Procedure

Specified Visitors

1. Individuals or groups applying for Specified Visitor status must apply to a Prison Manager for approval to become a Specified Visitor using the Specified Visitor Application Form (B.09.02.F1).
2. Information provided on the application will not be used for any purpose other than to determine the individual or organisation’s approval as Specified Visitors.
3. The principles of the Privacy Act 1993 will apply to the information supplied.
4. If the applicant is applying on behalf of an organisation, the name and status of the organisation must be provided (e.g. incorporated society, community trust) as well as the position of the applicant within the organisation (e.g. Field Worker, Volunteer).
5. Prescribed purposes for visiting the prison as a Specified Visitor are:
   1. To provide spiritual or religious guidance or spiritual or religious instruction to prisoners;
   2. To address the cultural or other specific needs of a prisoner;
   3. To act as a mediator or conciliator in a dispute involving prisoners;
   4. To assist a prisoner with preparation for a disciplinary hearing; or
   5. To assist a prisoner to prepare or deal with a complaint by the prisoner.
6. Applications will be considered by the Prison Manager and individuals or groups approved as Specified Visitors will be notified by the Prison Manager outlining the purpose or purposes for which the approval has been given, conditions of the approval and duration of the approval using the Specified Visitor Approval Notification form(B.09.02.F2).
7. Individuals or groups not approved will be advised in writing by the Prison Manager outlining the reasons why approval has not been given using the Specified Visitor Decline Notification form(B.09.02.F3).

Private Visitors

1. A private visitor will not be allowed to visit a prisoner unless they have Prison Manager approval using the Visitor Application Form (B.09.02.F4), or the Prison Manager is satisfied that there are exceptional circumstances that justify the visit taking place.
2. The pre-approval process requires private visitors to provide the following information:
   • Name, and date of birth;
   • Name(s) of and nature of relationship with the prisoner or prisoners they are visiting;
   • Whether the visitor has ever serviced a sentence of imprisonment, and if so when;
   • Whether the visitor is currently on bail;
   • Whether the visitor has been convicted of an offence within the last two years;
   • Whether the visitor has ever been refused admittance to the prison, or any other prison as a visitor.
3. Visitors may also be required to give authority for the Prison Manager to access any information relating to criminal offending held in official records that will verify the information they have given.
4. Visitors who need to carry prescribed medication must be advised when they are first approved as a visitor, and when entering the prison (PPM B.12 Prison Entry Searching) that they:
   • must carry prescribed medication in its original container;
   • may only bring into the prison the quantity of medicine that is reasonably required whilst they are in the prison; and
   • may be required to provide proof that they require access to the prescribed medication whilst visiting a prisoner.
5. Approved visitors will be notified in writing using the Visitor Approval Notification form (B.09.02.F5) of visiting arrangements of the prison and information regarding:
   • Requirements when entering prison (reg 110);
   • Information about searching (reg 111);
   • Detention pending investigation by police(s103), and
   • Private visitors carrying prescribed medication (reg 102).

Note: A private visitor under the age of 16 years may only enter a prison if:

1. He/she is accompanied by a parent, guardian or other adult who is an approved prison visitor; or
2. He/she is accompanied by a specified visitor who is accompanying them pursuant to regulation 106 (2); or
3. The Prison Manager has approved an unaccompanied visit by the person under 16 years pursuant to regulation 106 (1).

Private Visitor Application Declined

1. If a private visitor’s application for approval to visit is declined a Visitor Prohibition Order (B.09.03.F1) will be given to the person or sent by post to the address provided on the visitor approval application form.
2. If a decision is made to decline a person as a visitor the Prison Manager must be satisfied on reasonable grounds that a visit by the person is likely to adversely affect:
   • the security, discipline or good order of the prison; or
   • the welfare, chances of successful rehabilitation, or safety of the prisoner or prisoners concerned, or other prisoners; or
   • the welfare or safety of any other person in the prison.
3. Reasons must be given as to the basis for the view that the visit is likely to have an adverse affect in one or more of the ways outlined above.
4. A visitor’s current or past offending should not result in an automatic refusal.
5. If the order relates to a particular prisoner or prisoners the prisoner/s a copy will be given to the prisoner or prisoners.

Local instructions informing visitors of the process for bringing in prisoner property must be attached to the Specified Visitor Application form (B.09.02.F1).

The local instructions attached to the form should contain information such as:

• Hours that visitors can bring in prisoner property;
• What clothing can be brought in;
• What to do with electrical items (e.g. should a television be brought in directly to the prison or taken to an approved technician for checking first);
• Bringing in cash and phone cards;
• Unauthorised items.

Process Steps