E.08 Incident Reporting in Prisons and PECCS

Department of Corrections staff and Security Officer (appointed pursuant to section 167 of the Corrections Act 2004) must meet the requirements of all other legislation, regulations and relevant Department of Corrections policies, standards, national systems, service level agreements and other such instructions as maybe issued by the Chief Executive from time to time.

1. Purpose

The purpose of this system is to:

• Detail the categories of incidents which must be reported
• Provide definitions of incidents to be reported
• Outline the procedures and timeframes for reporting incidents
• Detail national forms for reporting incidents

This system was issued by the Chief Executive under the authority of section 196 of the Corrections Act 2004.

2. What is an incident?

The term incident refers to any event involving a prisoner meeting one or more of the following criteria:

1. Any person involved in the event: is killed or dies, requires hospitalisation, or requires outside medical attention (e.g. local doctor, A&E).
2. There is a breakdown or serious risk of breakdown to the good order, security and safety of the prison or persons therein.
3. The event might lead to an inquiry by an Inspector of Corrections, an auditor, a monitor or the Office of the Ombudsmen.
4. The event might attract media attention.
5. The event might lead to public criticism of the Minister or Department.

3. Purpose of reporting incidents

Incidents are reported for the following reasons:

1. To keep the Minister, and the Chief Executive informed of incidents involving prisoners which might affect public safety or public concerns about their safety, the integrity of sentences, the welfare of prisoners, and the good order and security of prisons.
2. To provide Inspectors of Corrections and security monitors with reports that assist the follow-up of incidents within prisons.
3. To enable the Chief Executive, Inspectors of Corrections, auditors and monitors to direct that actions be undertaken in response to particular incidents which occur within those prisons.
4. To provide statistical data that indicates where remedial action may need to be directed.

4. Chief Executive request for Special Investigations

The protocol between Internal Audit and PS for Special Investigations directed by the Chief executive is to assist prison management in reducing the number of full internal operational investigations being undertaken when the Chief Executive has also requested the Internal Audit Group to undertake an investigation into an incident.

1. As soon as the regional Manager receives notification of an incident where the Chief Executive has requested a special investigation, a PPS Investigating Officer (PPSIO) is to be nominated by the Regional Manager or in his / her absence the Prison Manager of the prison where the incident occurred.
2. The PPSIO must carry out these immediate tasks:
   • An incident scene examination
   • Ensure incident reporting is completed
   • Gather copies of relevant documentation ( e.g. unit dairies, files notes).
3. The PPSIO then will work with the Internal Audit Operational Auditor (IAOA) until the report is completed.

Notes:

• This protocol applies only to special investigations; the protocol for monitoring assignments is separate.
• Internal Audit preliminary summary of findings will not include any findings or recommendations directly relating to employment matters. The PPSIO is responsible for submitting a separate report to the Regional Manager if it appears that an investigation or recommendation around employment matter is warranted.