C.03.01 Prisoner Transfers and Placements (National Procedure)

Procedure Standard

• Prisoners are transferred to the approved destination with the correct documentation.

Requirements

• R1 Reasons for Transfer
• R2 Restrictions on Transfer
• R3 Principles to be Considered
• R4 Placement at Auckland East Division
• R5 Transfer Advice
• R6 Prisoners’ Property on Transfer

Procedure

1. The need to transfer a prisoner is identified.
2. Where transfers are necessary for the effective management of the National Muster, volunteers should be sought and considered for transfer in the first instance.
3. Prisoners’ sentence management plans are considered to ensure that their eventual reintegration will not be inhibited by the transfer.
4. The Transferability Rating Index (TRI) is used for prisoner transfers.
5. The Residential Unit Manager determines whether there are any pending misconduct reports and considers the impact of transfer on the disciplinary proceedings.
6. The Residential Unit Manager negotiates prisoner transfer with Regional Movement Co-ordinator.
7. The transfer is agreed to by the Prison Manager of the relevant prison, or is the result of a decision made by National Office.
8. The Transfer of Prisoner – File Record (C.03.01.F1) is completed and signed by the Prison Manager or authorised person of the prisoner’s current prison, the completed and signed form is placed on the prisoner’s file.
9. The Manager Support Service / Assistant General Manager, Operations, is advised of transfers which may be contentious.
10. Where a transfer is approved, the prisoner is moved when notification is received that a vacancy is available at the receiving institution.
11. The prisoner’s file, health file and phone contact files are prepared, and the transit conditions form is entered on IOMS.
12. The Residential Unit Manager advises Receiving Officer, Client Services Manager, Nurse in Charge, Administration Support Staff including Prisoner Telephone System Operator of the prisoner’s impending transfer at least seven days in advance of the transfer.
13. The Residential Unit Manager advises the prisoner of the pending transfer at least seven days prior to the transfer taking place, and gives the prisoner a reasonable opportunity to inform his or her next of kin, unless there is reason as outlined in the Transfer Advice Requirement (C.03.01.R5) that such advice should not be given to the prisoner.
14. The Prison Manager of the prison from which the prisoner is being transferred shall ensure that the date fixed as the final release date for that prisoner is endorsed on the prisoner’s file.
15. The prisoner being transferred checks his or her property against the property list and signs if correct, and the Receiving Officer witnesses his / her signature.
16. If property does not correspond to list, the matter is referred to the Prison Manager or authorised person for prompt action.
17. The prisoner’s property is securely packaged and labelled.
18. The authorised officer signs the Transit Conditions Form (IOMS Form).
19. The original “Transit Conditions Form” is placed on the prisoner’s file during the transfer; a duplicate copy is retained at the dispatching prison and a copy given to the escorting officer.
20. A copy is sent by Fax to receiving prison.
21. Sealed health file is obtained from health unit.
22. Prisoner medication required for the duration of the transfer between prisons is delivered, in a sealed container, labelled and in individual doses, by the health unit staff.
23. The prisoner, his / her files and property, are transferred in a safe and secure manner in accordance with the transit conditions form. (Transfer conditions must state that all documents are transported in a covered folder, satchel or box within the possession or control of staff).
24. Central control / guardroom is advised that transfer is underway and databases are updated as required.
25. The prisoner, his / her files, transit conditions form, property and sealed health file are delivered to the receiving prison’s receiving officer.
26. Escort staff advise transferring prison when transfer has been completed.

Key Roles and Responsibilities

Regional Movement Coordinator

• Review muster levels and determines need to transfer prisoners.
• Select prisoner for transfer considering each prisoner's sentence management plan and / or list of prisoners wishing to transfer.
• Advise the relevant staff and the prisoner at least seven days prior to transfer where appropriate. 

Prison Manager of transferring Prison

• Approve transfer in accordance with delegations.
• Complete “Transit Conditions Form”.

Client Services Manager

• Inform programme staff of impending transfer.
• Collate updated programme reports.
• Inform Unit Manager of outstanding significant programme appointments that would impact on the transfer.
• Inform Health Staff.

Nurse in Charge

• Provide sealed health file.
• Provide medication for use during transit in individually sealed doses.

Delegated Officer

• Consider and recommend transfer of a prisoner when prison security is threatened or there is an accommodation shortage.
• Enter “Transit Condition Form”.

Residential Unit Manager

• Consider prisoner safety and security in planning transfer.

Receiving Officer

• Liaise with Unit Manager in arranging transfer.
• Inform Unit Manager of outstanding appointments that would impact on the transfer.
• Prepare documents and property.
• Update prisoner management database.

Escort Officer

• Ensure safe, secure and humane welfare of prisoner in transit.
• Escort in accordance with Transit Conditions Form.
• Distribute medication as required.
•  Sign “Escort Conditions form”.