G.05.03.R4 Staff Receving Items From Prisoner

Procedure Standard

Staff members are authorised to buy hobby items and / or receive gifts / gratuities from prisoners in accordance with accepted standards.

Procedure

Buying Hobby Items from Prisoners

As per Department of Corrections Code of Conduct, staff will obtain permission from their manager before entering into any contract or agreement.

If permission is given by the manager to make a purchase of a hobby item from a prisoner, the pre-determined cost of the item must be agreed upon by the manager, staff member and prisoner.

The form PPM-B.07.02.F3 Authority for Prisoner to Sell, Gift or Exhibit Hobby Item with the agreed price indicated, is to be signed by all three parties.

• The form is forwarded to the prison manager for signing.
• The specified cost of the purchase is made payable to the prisoner trust clerk prior to uplifting the hobby item.
• This will be receipted by the prisoner trust clerk and the receipt will be the proof of purchase for the transaction.
• Copy of transaction to prisoner file.
• Original to prisoner.
• Attach staff copy of receipt to copy of the form and retain.

The following situations will exclude the purchasing of prisoner hobby item(s):

• Remand prisoners
• Four weeks prior to prisoner release date.

Accepting gifts or gratuities from prisoners

• Staff must follow the guidelines in the HR manual for procedures on accepting gifts and gratuities.

Key Roles and Responsibilities

Staff Member

• Confirms details with prisoner.
• Completes relevant section of the form PPM-B.07.02.F3 Authority for Prisoner to Sell, Gift or Exhibit Hobby Item.

Prisoner

• Completes relevant section of the form PPM-B.07.02.F3 Authority for Prisoner to Sell, Gift or Exhibit Hobby Item.

Unit Manager

• Recommends purchase of prisoner hobby item by staff member.
• Files copy of form PPM-B.07.02.F3 Authority for Prisoner to Sell, Gift or Exhibit Hobby Item in facility file, prisoner’s file and copy to the prisoner.

Prison Manager

• Authorises purchase of prisoner hobby item by staff member.

Trust Account Clerk

• Transfers staff money into prisoner’s trust account.

Additional Information and References

• Refer to Human Resources Manual, Gifts and Gratuities.

Process Summary