C.01.01.R8 Checking Sentence/s and Pre-sentence Detention Information is Entered onto IOMS (Local Requirement)

• Each prison has a documented local requirement for checking that all information entered on IOMS relating to the prisoner’s sentence(s) and time spent on pre-sentence detention (remand) is entered correctly.

The requirement must provide for the recording of the following information:

• Prisoners name / PRN
• Name(s) of the person(s) conducting the check(s)
• Date(s) the check(s) conducted
• Any discrepancies found as a result of the checks and remedial action taken

The “notes” screen under Receiving / Sentencing is to be used to record the above information.

C.R8 check process

• For newly sentenced prisoners received from the local courts, the initial R8 compliance check will be completed by the residential Unit Manager / PCO as soon as the Unit Manager receives the File.
• The initial R8 compliance check for newly sentenced received prisoners will not be completed in the (Receiving Office) R/O, as they are not permitted to check their own work.
• The Unit Manager / PCO is to review the Judges Sentences Notes to ensure the warrant matches the sentence imposed in the notes.
• The R8 is to be completed each time a prisoner transfers from one residential Unit to another.
• The R8 compliance check must be completed for all newly sentenced prisoners and all prisoners transferred into the prison.
• The R8 will be completed at any stage by the Unit Manager / PCO:
  • When a prisoners circumstances change i.e. new sentence(s), escape, appeal etc.
  • At any time new information is received regarding sentence length or remand days.
• The R/O will complete the R8 check for every prisoner that transfers into the region.

1. Check the name and PRN on the IOMS header and warrant screen matches court warrants.
2. Check the correct CRNs are entered in the IOMS sentence screen.'
3. Check the correct charge code is listed to the correct CRN in the sentence screen.
4. Check the correct JPD is entered against each CRN.
5. Check the calculation of remand days is correct for each CRN.
6. Check Standard and Special Conditions are loaded for sentences of 2 years or less where release at half date applies.
7. Check the sentence calculations done by IOMS is correct by completing a manual calculation.
8. Record a note in the Sentence screen notes tab headed "file check C.01.01.R8".
9. Contents of the note should state. "The entry of the sentence information and calculation has been checked and found to be Correct / Incorrect".
10. Contents of the note should also state any remedial action taken to correct any fault including IOMS support fault number.