This page specifies the initial procedures to be undertaken before the prisoner's induction interview, including confirming details, strip searching, clothing check, recording and storing valuables, and taking photographs and fingerprints.
- The receiving officer must review all the available documents and records including any existing prisoner files from earlier sentences before the induction interview, and if time permits, before their arrival. This is to allow the receiving officer to:
- familiarise themselves with the prisoner’s circumstances and special needs
- identify any issues relating to the prisoner that may need to be addressed at the induction interview
- identify any potential problems that may prevent the prisoner from participating in the induction interview (e.g. language, cultural issues, family responsibilities, mental health, disability, illness, alcohol or drug addiction), and to seek advice from appropriate people
- identify and record any missing or incomplete documents or records and arrange for their inclusion or completion.
- The receiving officer is responsible for preparing and assembling all resources (e.g. interview room, equipment, checklists, pamphlets, video, and visual aids) required for the induction interview or procedure prior to the interview commencing.
I.02.02 Initial reception
- When the prisoner arrives at the prison, request they provide identification information, and enquire if they know or understand what they were sentenced to or, for remand prisoners, date of next Court appearance.
- Check details / information provided with the Warrants; if there are any discrepancies, confirm details with the Court.
- Place the prisoner in a holding cell, if unable to process immediately on arrival, until time is available for processing.
- Advise muster control of the prisoners arrival.
- National Office operations advisers are to be informed of the reception of any prisoner under the age of 17 years.
- If a prisoner appears to have been injured or assaulted, the health unit examines and treats the prisoner and documents his / her physical condition.
- The prisoner is provided with the opportunity to make one (free) telephone call.
I.02.03 Prisoner received without PRN
- Prisoners received without Justice sector identity (e.g. no PRN) are processed as normal and
- staff email New Zealand Police the Urgent request to Police PRN. (see Urgent request to Police PRN under Related Links / Forms).
I.02.04 Strip search, clothing and valuables
- When the prisoner is removed from the holding cell, the receiving officer must instruct the prisoner about each procedure before the procedure commences, to ensure that the prisoner understands each procedure.
- Undertake strip search of the prisoner as per PSOM S.01 Searching.
- Check clothing to ensure that clothing is permitted in accordance with PSOM Property. If clothing is prohibited (e.g. gang insignia), provide prison issue clothing.
- Remove, record and store all valuable items in accordance with PSOM Property.
- If time is available, complete property procedures.
I.02.05 Prisoner photograph
- If a prisoner has existing IOMS photographs (prisoner transfer) they do not need another one unless:
- following an escape where the prisoner's appearance has significantly changed, or
- if prisoner appearance has altered (dramatically) during their sentence e.g. facial tattoos, hair dyed and in the case of long term offenders their features due to the “ageing process”
- the current photograph on IOMS is more than two years old. The two years must be calculated from the anniversary date of the previous photograph on IOMS. In addition to updating the prisoner photograph on IOMS every two years, any other relevant data that may change over time, should also be updated if required, including:
- description – weight, hair colour, hair type, facial hair and build
- contact person – all details.
- When taking a prisoner’s photograph it must be taken:
- using a neutral background
- where the lighting is sufficient
- if using a ruler in the photograph, ensuring that the height measurement shown reflects the correct height of the prisoner when standing, (Use of a ruler is not compulsory but is highly desirable).
- The photograph must capture only the head and shoulder area, in its entirety. Staff must ensure that:
- the prisoner’s eyes are open and he / she is looking at the camera
- the face is not obstructed by hair
- no hats, bandanas etc are worn
- prescription eyewear is worn if that is normal practice for the prisoner. (If the eyewear obscures the prisoner's face, another photograph should be taken with the eyewear removed).
- facial features are clearly defined and, if the prisoner has marks on the side of their face e.g. birthmarks or facial tattoos, a side-on photograph is taken in addition to front facing profile.
- Prisoners on the Witness Protection Programme must not have their photograph on IOMS. Photographs must be printed out and kept in a secure location in case they are needed. (See PSOM I.02.Res.02 Witness protection prisoners.)
- Any photograph that is to be removed from IOMS must be notified to the IOMS Helpdesk, who are responsible for their removal. Photographs, including any negatives, digital or other records of the photographs, will be removed if:
- they were taken in error
- a person accused of an offence is subsequently acquitted.
- All newly sentenced prisoners, or prisoners whose fingerprints are not recorded must have their fingerprints taken as per I.02.Res.01 PS rapid ID fingerprinting training notes.
- If a person is accused of an offence and subsequently acquitted, all fingerprints taken during the prisoner’s detention in respect of the charge, and any record of identifying information created during that period, are immediately destroyed.
I.02.07 Placed in clean cell pending interview
- A prisoner is place in a clean cell if there is insufficient time to proceed with the induction interview.