E.03.01.R2 Acknowledging Receipt of New Material

Procedure Standard

• A Local Policy, Procedure, and forms are developed to accurately record and receipt the reception and dissemination of New Information for inclusion in the Policy and Procedures Manual.

Necessary Forms and Requirements

Forms:

• Receipt of PPS Circulars
• E.03.ACRP.F1 Briefing Sheet (Local Form)
• Distribution Register

Requirements:

• Record of Distribution / Acknowledgement

Procedure

1. There exists a procedure within the Region whereby all PPS Circulars are delivered to the Prison Manager,
2. These are disseminated and dispatched to the appropriate areas with required actions.
3. The Area/Unit Manager acknowledges receipt of the circular and confirms that the required actions have been taken.
4. Receipt of Circulars by the Area/Unit Managers is recorded in a Circulars Distribution Register held by the Prison Manager.
5. Any Circulars Containing New or Updated PPM systems would be distributed the Area/Unit Manager holding or responsible for the “Site Hard Copy” of the Policy and Procedures Manual.

Key Roles and Responsibilities

National Office

1. Email Prison Managers / other key personnel attaching copy of a new or revised PPM system.

Prison Manager

2. Designate manager to manage process.

Designated manager

3. Develop briefing sheet (for managers) that captures:
   1. Main changes to any earlier version(s)
   2. Key points
   3. Key messages
   4. Action required at prison/unit level(s)
4. Provide written briefing sheet to Prison Manager and (if requested) attend Managers meeting.
5. Provide copy of PPS Circular, new/revised PPM system together with corresponding briefing sheet.

Unit Managers

6. Ensure any new requirements are activated on receipt of the briefing sheet.
7. Ensure all staff have access to CorrNet to enable them to refer to PPM as required.
8. Use of email is a recommended method of bringing any change/new policy to notice of unit staff.

PCO

9. Ensure all staff are aware of any new requirements.
10. Return copies of briefing sheets / PPS Circulars / PPM systems to appropriate place within unit for staff reference.

Prison PA / Admin Support

11. Maintain a Register of the Distribution and Acknowledgement of all PPS Circulars to and from Area/Unit Managers.