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Offender Management & Programs Corrective Services NSW

Policy for Compendium Program Planning and

Scheduling

EDRMS D14/444958

Approval Date 11/02/2016

Version Number 1.3

Version Date 28/07/2017

Status Published

Contact Danielle Matsuo, Director, State-wide Programs [email protected]

Review date 22/02/2018

Printed copies of this document may not be up to date. Ensure you have the latest version from EDRMS

before using this document.

mailto:[email protected]

Policy for Compendium Program Planning and Scheduling

Table of Contents 1 Policy statement and purpose 3

2 Implementation guidelines 3

3 Governance of program planning 4

3.1 The Regional Support Manager 4

3.2 The Cluster MOSP 5

4 Roles and responsibilities in planning programs – Community Corrections 5

4.1 The Community Corrections Manager 5

4.2 Tasks during the Program Plan Meeting 6

4.3 Procedure for room hire 7

4.4 Tasks following the Community Program Plan meeting 7

4.5 Confirming community offender program suitability 8

4.6 Allocating offenders to a community program schedule 8

5 Roles and responsibilities in planning programs – Custody 10

5.1 The Cluster MOSP prepares for the program plan meeting by: 10

5.2 Tasks during the Program Plan Meeting 11

5.3 Tasks following the Custody Program Plan meeting 11

5.4 Managing program attrition 12

5.5 Cancelling a program or session or terminating a participant 13

6 Application 13

7 Abbreviations 13

8 EDRMS Documents and forms referenced in this policy 15

9 Document history 15

10 Annexures 15

10.1 Annexure A: Offender suitability for group placement 16 10.1.1 File information assessment and considerations of interview 16 10.1.2 Pre-program suitability interview 16 10.1.3 Pre-program suitability interview with offer of group placement 17 10.1.4 Other considerations regarding suitability 17 10.1.5 Post interview follow-up 18

10.2 Annexure B: OIMS steps for recording program suitability 20 10.2.1 Table A – List of program prefixes used in PPSI modules 22 10.2.2 Table B – List of outcomes available for each Compendium Program 23 10.2.3 - Table C - Additional modules 25

Offender Services & Programs, CSNSW EDRMS: D14/444958 Policy for Compendium Program Planning and Scheduling /25

1 Policy statement and purpose

Corrective Services NSW (CSNSW) provides a range of programs to inmates in custody and to offenders in the community which target criminogenic needs for the highest risk offenders and which meet the corporate goals of:

• contributing to a reduction in re-offending

• heightening community confidence in the justice system

• enhancing community safety

Offenders assessed as medium to high risk on a CSNSW accredited risk assessment tool are eligible to participate in criminogenic programs.

All offenders are eligible to participate in well-being programs which may address factors indirectly related to risk.

Program planning meetings occur on a regular basis so that interventions addressing specific offending behaviour can be scheduled.

At the meeting the current program schedule is reviewed and a draft program plan is developed for delivery over the following six months.

This program plan is based on Offender Services and Programs (OS&P) resources being shared across custodial and community locations. Following the meeting, the planned dates are entered into the Offender Integrated Management System (OIMS) as ‘intention to run’ schedules.

This policy has three related purposes:

1. to maximise delivery to offenders/inmates with highest criminogenic risk and need;

2. to ensure program resources are shared across Community Districts and Custodial Clusters;

3. to provide adequate advance notice of where and when programs will occur via the OIMS scheduling module. This advance notice of ‘intention to run’ programs is critical to supporting case management processes and informing key stakeholders such as the Serious Offenders Review Council (SORC) and the State Parole Authority (SPA).

2 Implementation guidelines

In order to plan and schedule the delivery of compendium programs throughout the state, planning meetings are convened for each cluster by the relevant RSM or delegated MOSP. A schedule of programs is developed for delivery over the following six months taking into account Offender Services and Programs (OS&P) staff working across custodial and community locations.

The plan is developed using the blank schedule at D17/498492, and is based on available resources as well as on the number of offenders/inmates in each location who are assessed as being medium to high risk of re-offending. It is also based on the length of supervision/earliest release date for offenders at locations within each Community District/Custodial Cluster.


It is recommended that the following staff should attend these meetings:

• the relevant Regional Support Manager

• the Cluster MOSP

• the relevant Community Corrections Managers

Other staff such as Senior SAPOs may attend if required.

Program delivery in accordance with the program plan is primarily the responsibility of OS&P staff. However, while Community Corrections Officers (CCOs) are not required to facilitate or co-facilitate, they may offer to do so in order to increase local program capacity, and if trained and local resources permit.

To enhance continuity of community program delivery in offices where there are scheduled programs, a Programs item should be included on the agenda at the monthly Community Corrections staff meeting. This allows the Cluster MOSP or delegate to attend and be included where possible.

3 Governance of program planning

3.1 The Regional Support Manager Following are the tasks of the Regional Support Manager:

1. convenes the planning meetings

2. circulates the minutes of the previous planning meeting, together with the draft program plan and agenda, to all relevant stakeholders. Agenda items are to include: CSNSW Offender Program and Facilitation Standards (D14/404041); self-assessment template (D16/400653) and the WHS risk assessment; issues arising from previous plan; creation of new plan; general business

3. addresses any issues and actions arising from the meeting

4. requests permission from the Director State-wide Programs via a business case if there is an intention to deliver any compendium programs outside the standard manner of delivery, e.g. accelerated program, rolling or open groups

Standard delivery is defined in the ‘Policy for Implementation, Delivery and Integrity Monitoring of the EQUIPS suite of programs’ which also states: “When delivering a program in a flexible manner to meet the needs of the individuals or the location, the number of hours delivered is NOT to be reduced. That is, while a program may be ‘accelerated’ (e.g. completed in less than 10 weeks) every EQUIPS program must deliver 40 hours of treatment. The minimum standard for an accelerated program is completion of the 40 hours in no less than four weeks (or five sessions per week) AND no more than two sessions of the program (four hours) are to be run in a single day. This maintains the therapeutic intent of allowing offenders to have time to process material and practise new skills. Condensed programs (i.e. reducing the number of hours delivered) are not an acceptable method of delivery. Any deviation from the standard delivery of the programs should be discussed with the Regional Support Manager.”

5. ensures the standard scheduling of the program is 11 weeks to include a final week to provide feedback to the participants. This feedback in the final week is not counted


as program dosage or towards treatment hours but ensures that compliance with the CSNSW Offender Programs and Facilitation Standards is met

6. approves final program plans and places into their relevant EDRMS container and emails link to Director State-wide Programs and Group Director OS&P

7. reviews the progress of the plan after three months – to liaise with the relevant MOSPs to identify any issues in that previous three month period and to forecast and record program delivery for the next six months. Even though the following three months are accounted for, the intention of the forecast ensures that there is a proposed six monthly schedule of programs by locations available at all times.

3.2 The Cluster MOSP Following are the tasks of the Cluster MOSP:

1. reviews the LMS reports to determine the accreditation credentials of potential facilitators and co-facilitators. Full instructions to check the LMS for a team’s training status are at this link: The LMS for Managers.

2. from this information, reviews staff training needs and identifies and addresses gaps by liaising with the State-wide Programs Team (via the RSM) for any identified training needs

3. ensures that sufficient qualified staff are available to deliver programs in both custody and community

4. communicates with relevant managers for specific custody-based units located in the local cluster e.g. State-wide Manager Specific Needs; Manager, Additional Support Unit, to be aware of programs running in those areas

5. discusses with the SSAPO/SAPO the programs to be run in custodial/community locations

6. identifies accredited staff and external facilitators to run planned programs within custodial and community locations, including consideration of a single facilitator (except for EQUIPS Domestic Abuse) where endorsed by the relevant manager (Community Corrections Manager, Cluster MOSP) following an appropriate work health and safety assessment

7. supplies the Director State-wide Programs (via the RSM) with details of program delivery including a list of staff who will be delivering the programs and any associated costs such as external facilitators, room hire, planned overtime or travel expenditure (see D17/498493). They also inform the Director, OS&P and the Director State-wide Programs (via the RSM) of any regional program training needs to address deficits or any problems concerning facilitation

8. communicates with the RSM at the three month review (see point 6 above) and enters any newly scheduled programs into OIMS as ‘intentions to run’

4 Roles and responsibilities in planning programs – Community Corrections

4.1 The Community Corrections Manager Following are the tasks of the Community Corrections Manager in preparation for the


http://csnsw.janison.com/portal/DOC12-0012.pdf

program plan meeting:

1. Prioritise needs based upon ‘supervision start date’

2. Consult the Community Needs Analysis Report and/or the EQUIPS eligible candidates list which are available weekly via the following link: http://dcswebapp/OIMSIntranetPage/LSIRRequirementReports.aspx

a. Filter the Community Needs Analysis report for the relevant district office

b. Refer to the EQUIPS eligible candidates list to obtain an overview of the overall volume and type of offenders who may be eligible for one/several EQUIPS programs.

3. Specific referrals to programs must always be based on individual case management in the first instance, and not directly from the eligibility list. However the EQUIPS eligible candidates lists can provide a prompt to remind staff to consider programs for their offenders.

4. Answering the following key questions:

a. Which offenders are eligible by having an LSI-R score of medium (moderate) or above? (An exception to this is the Sober Driver Program where an offender supervised by CSNSW is eligible based on the nature of the offence).

b. Of the medium to high risk individuals, what are the priorities for intervention as determined by the domains of the LSI-R?

c. Which programs or services address these needs?

5. Reviewing and collating the information on the type and frequency of local program needs for the relevant office/s by consulting the following resources:

a. Feedback from staff regarding perceived program needs

b. Local knowledge of service gaps/key demand areas

6. Ensuring that the current program schedule is brought to the meeting ready for review, as well as some blank schedules (see D17/498492) for use during the meeting

4.2 Tasks during the Program Plan Meeting 1. The RSM or delegated MOSP takes the minutes of the planning meeting and saves

these in the relevant EDRMS container.

2. Reviews the success of the schedule of the programs run to date; and considers the programs scheduled for the remainder of the period.

3. Discusses any issues affecting localised needs and answers the following key resourcing questions such as:

o Likelihood of offenders attending at a particular day or time of the day

o Access/transport issues

o Available resources

o Budget implications (i.e. staff over-time, travel or accommodation)

o Localised needs regarding logistics are identified which may impact on scheduling

o Are there trained staff available to deliver these programs?


http://dcswebapp/OIMSIntranetPage/LSIRRequirementReports.aspx

o How many external facilitators need to be engaged for additional programs?

o Are group rooms available?

4.3 Procedure for room hire 1. If there are sufficient offenders in each community location to commence programs,

then it is OS&P’s responsibility to get the facilitator to the offenders. The costs for facilitator travel and accommodation are the responsibility of OS&P.

2. If OS&P choose to run a program in a location (for OS&P reasons) other than the location specified by Community Corrections, OS&P are also to pay the cost of room hire if required.

3. If there are insufficient offenders in each community location to commence programs, then it is Community Corrections responsibility to get the offenders to the facilitator e.g., bringing two or three offenders from three different reporting offices to one location. The costs of transport of offenders are the responsibility of Community Corrections. As offenders are Community Corrections clients, selection of suitable venue and cost of room hire are the responsibility of Community Corrections.

4. Note: OS&P do not incur costs for refreshments or end of program events.

5. Compile a draft program plan for the next six months, based on all the information collected. This new program plan is created using the blank schedule at D17/498492.

6. Set the date for the next planning meeting.

4.4 Tasks following the Community Program Plan meeting The Cluster MOSP or delegate (e.g. SSAPO) enters all of the programs planned in the cluster for the next six months as ‘intentions to run’ in OIMS. The convention for entering the course code for each program is a 5/4/3/2 model using letters in the location/program/sequence/year e.g. CTYDOEQFO00117.

Community Corrections Managers ensure that the program plan for their location/s is published so that CCOs remain aware of scheduled programs and the eligibility criteria (see below). All staff at each community location are made aware of the program schedule, and of any relevant referral criteria, and are able to incorporate this into assessment and planning for offenders.

Community Corrections Officers (CCOs) are then responsible for assessing program suitability as part of the normal case planning process for all supervised offenders, using the program schedule to inform availability of programs.

The case plan for all eligible offenders who are assessed as suitable should be updated to reflect the individual’s requirement to attend the next available program, unless there are extenuating circumstances which prevent them from inclusion.

If an alternative intervention strategy (or non-CSNSW program) is to be used instead of available programs, the CCO should write a comment in the case plan explaining the relevant risk factors and rationale for not including an offender on the list of participants.

Any offender found unsuitable is to be re-assessed by the CCO at every scheduled case plan review.


4.5 Confirming community offender program suitability The CSNSW Compendium of Offender Behaviour Change Programs (D16/378421) describes the eligibility criteria to be met by targeted offenders for each program, including the risk levels and criminogenic needs, and all decisions regarding offender eligibility are made with reference to this Compendium.

After meeting eligibility criteria, suitability for group placement should be assessed. Community Corrections Officers are responsible for assessing program suitability as part of their normal case planning process. There is no requirement to undertake specific suitability assessments, or to record suitability assessments in OIMS, other than via the case plan/relevant case notes. However, tools such as the Treatment Readiness Questionnaire and Motivational Interviewing can be utilised if appropriate.

It should be noted that LSI-Rs are not to be overridden for the purpose of placing offenders into a program. The raw LSI-R score and NOT the over-ridden score will be used when making decisions about eligibility. If there is evidence associated with increased risk of reoffending, the Community Corrections Manager may discuss the referral with the MOSP who must then make a recommendation to the RSM. The RSM may seek advice from the Director, State-wide Programs if required, however the final decision about the appropriateness of the referral will be made by the RSM.

In determining program suitability, the following should be considered:

• How would the program be targeting factors linked to the participant’s risk of re-offending?

• Is the offender willing to engage at this time? If not, have strategies been developed to encourage engagement?

• Is there enough time on the order for the offender to undertake the program?

• Is the offender capable of functioning in a group?

• Are there any special needs or areas where assistance is required in order to increase the likelihood of success?

• If the offender is not referred now, what options will be available later on?

Resistant offenders can be referred to programs, but should be worked with, both in the group and on supervision, to improve motivation and engagement.

Note that it is not appropriate to allocate an offender to a program knowing that their community order will expire prior to the date of completion of the scheduled program, unless a strategy has been discussed to accelerate sessions in order to support the offender to complete the program. Any deviation from the standard delivery of the programs should be discussed with the Regional Support Manager. Offenders who do commence a program but whose CSNSW supervision order expires prior to completion cannot continue to attend program sessions under any circumstances.

4.6 Allocating offenders to a community program schedule As soon as the supervising CCO identifies an eligible AND suitable candidate, the CCO formally communicates the name of the offender to their Community Corrections (ComCor) Manager. As outlined in Assistant Commissioner Community Corrections Memorandum 2016/13, Community Corrections Managers must keep a register of referrals (available on the intranet at Community Corrections > Programs > EQUIPS program register).


http://intranet.internal.justice.nsw.gov.au/Divisions/Pages/divisions/corrective-services-nsw/community-corrections/community-corrections.aspx

Four weeks prior to the scheduled start date of each program, the ComCor Manager collates the final list of eligible and suitable candidates who have been identified to participate in that specific program, and sends this list to the Cluster MOSP. A minimum of 10 offenders is required for a group to start and at no time should the group exceed 16 active participants.

The supervising CCOs then let offenders know times and dates for the scheduled program. If any offender refuses placement, the reason is recorded in OIMS. The CCO should notify the MOSP of any changes or additions to the list at any point prior to the program commencing. The MOSP then provides the final list of participants to the facilitator.

On receipt of the list of candidates, the facilitator of the program will amend the ‘intention to run’ schedule on OIMS and build out actual dates and times. The facilitator will then allocate the offenders on the list to the specific occurrence of the program. A maximum of 16 offenders can be allocated to a group at any one time.

The CCO ensures motivation and program readiness is targeted in any supervision interviews. If, two weeks prior to the scheduled start date, the list has not been provided by the ComCor manager:

• The MOSP should raise this with the RSM and Director State-wide Programs.

• The RSM will then contact the ComCor Manager.

• If the list has still not been provided prior to the scheduled start date, the RSM will then contact the relevant Community Corrections Director with a request that they intervene.

• If the intervention fails, the program will be cancelled or postponed by the Cluster MOSP.

If the planned program is not able to go ahead, a discussion is held between the ComCor Manager and Cluster MOSP regarding possible solutions (e.g. a different program or alternative time – see Managing Program Attrition below) or redeployment of resources elsewhere.

Following this discussion, the ‘intention to run’ for the cancelled program should be deactivated on OIMS and the reason and authority noted in the Program Occurrence comments field.

If resources are being redeployed and a program will run in another location than initially planned, then following the deactivation of the original program, a new ‘intention to run’ should be created.

One week before the program commences Supervising CCOs issue reminders to offenders in the community via phone, SMS, interview, or other means as appropriate.

The ComCor Manager arranges for new OS&P staff or external facilitators to receive induction into the office by providing local operating procedures or risk assessments covering things such as: arrangements made for program rooms; parking; tea and coffee; static security; bathrooms; emergency contact.

During the program The CCO liaises with the facilitator and monitors attendance and, where possible, follows up on and reinforces program content with offenders through subsequent contact or in any ongoing supervision interviews.


The CCO makes contact with those offenders who did not attend, in order to motivate them to attend the next session. The Practice Guide Interventions can be utilised for this purpose during contact and also to reinforce new skills learned in group programs.

5 Roles and responsibilities in planning programs – Custody

5.1 The Cluster MOSP prepares for the program plan meeting by: 1. Prioritising offender needs for the EQUIPS suite of criminogenic programs by

consulting the following reports:

o EQUIPS Addiction candidates list – D15/005603

o EQUIPS Aggression candidates list – D15/012816

o EQUIPS Domestic Abuse candidates list – D15/005617

o EQUIPS Foundation candidates list – D15/005597

These reports are updated weekly and identify candidates who have between three months and two years to earliest release date, are medium to high risk and have relevant identified criminogenic needs.

2. Prioritising and sequencing by need - Of the medium to high risk individuals in custody, especially those with multiple high needs, determining the priorities for intervention using the domains of the LSI-R as a guide and by consulting the Decision Tree (D15/556098).

3. Adhering to the ‘Policy for Implementation, Delivery and Integrity Monitoring of the EQUIPS suite of programs’ regarding treatment dosage:

“In order to adhere to the risk principle an offender assessed as medium risk should participate in two EQUIPS programs (80 hours); an offender assessed as medium-high or high risk of re-offending who does not have sufficient time to participate in a high intensity therapeutic program in custody should participate in three or four EQUIPS programs where relevant (120-160 hours). Where an offender has a very short custodial sentence, participation in three or four programs could commence in custody and be completed in the community.”

4. Considering the most appropriate sequence of interventions for the individual offender. While it is not a pre-requisite, it is preferable that offenders commence their program pathway with EQUIPS Foundation (however they are still eligible for Foundation even after they have completed one of the other programs in the suite). If the offender does not have time to complete more than one EQUIPS program, use the Decision Tree (D15/556098) to prioritise program participation based on risk, need and length of sentence.

5. Scheduling well-being programs into the six monthly program plan where a need exists, such as for RUSH or for parenting programs (identified by using the eligibility criteria outlined in the Compendium of Programs)

6. Answering the following key resourcing questions:

a. Are trained staff available to deliver these programs?

b. Do additional staff need to be trained?

c. Can external facilitators be engaged for additional programs?


d. Are group rooms available?

5.2 Tasks during the Program Plan Meeting

The RSM: 1. takes the minutes of the planning meeting.

2. reviews the success of the schedule of the programs run to date, and considers the programs scheduled for the remainder of the period.

3. discusses if there are any issues affecting localised needs such as:

a. Likelihood of inmates attending at a particular day or time of the day

b. Access issues

c. Available resources

d. Budget implications (i.e. staff over-time, travel or accommodation)

e. Logistics which may impact on scheduling

4. Compiles a draft program plan for the next six months, based on all the information collected. This new program plan is created using the blank schedule at D17/498492 which is completed with a clear note of staff name, program name and program commencement dates. Each program in the plan needs to have an identified facilitator (and co-facilitator where required), or a clear plan to obtain one by the time the program will run.

5. Sets the date for the next planning meeting.

5.3 Tasks following the Custody Program Plan meeting The Cluster MOSP or delegate (e.g. SSAPO) enters all of the programs planned in the cluster for the next six months as ‘intentions to run’ in OIMS. The convention for entering the course code for each program is a 5/4/3/2 model using letters in the location/program/sequence/year e.g. BTHCCEQFO00117.

Four weeks prior to the intended start date: Based on the programs that are intended to run, the SAPO/SSAPO consults the relevant EQUIPS candidates report for the list of eligible offenders within the centre for the specific programs.

The SAPO/SSAPO then identifies specific offenders for placement in the planned group and conducts any outstanding Pre-Program Suitability Interviews (PPSI) with those offenders (refer to Annexure A for suitability considerations).

The outcome of the PPSI is recorded in OIMS (refer to OIMS steps in Annexure B).

To increase the likelihood of successful program participation and completion, only those offenders deemed and recorded as suitable should be offered group placement. Any offenders who are deemed unsuitable require follow-up and additional program support services to address the observed issues and/or be referred to other specialist services such as Psychology or Justice Health.

Two weeks prior to the scheduled start date:


The facilitator of the program will amend the ‘intention to run’ schedule on OIMS and build out actual dates and times.

The facilitator will then allocate 10 to 12 eligible and suitable offenders on the list to the specific occurrence of the program. A minimum of 10 offenders is required for a group to start. A maximum of 12 offenders in custody may be allocated to a group at any one time. The facilitator must cross-check the 00 Referral Program Eligibility referral in OIMS to ensure all offenders now allocated to a group do not have an open referral line that has not been actioned (refer to OIMS steps in Annexure B).

If circumstances in custody result in a decision not to proceed with a planned program, the ‘intention to run’ program should be deactivated on OIMS and the reason and authority noted in the Program Occurrence comments field.

If resources are being redeployed and a program will run in another location than initially planned, then following the deactivation of the original program, a new ‘intention to run’ should be created.

The Senior SAPO/SAPO lets the inmates know times and dates for the scheduled program. If any inmate refuses placement, the reason is recorded as an appointment under the PPSI (e.g. ‘declined group placement’).

One week prior to the scheduled start date: The facilitator issues reminders to inmates.

During the program: • The facilitator monitors attendance and, where possible, follows up on and reinforces

program content with inmates through subsequent contact or in any ongoing interviews.

• The facilitator uses the 01OSP: Program Support using the ‘Brief Intervention program engagement’ module if engaging in contact outside the group program.

5.4 Managing program attrition As previously stated, for both Community and Custody based programs, a minimum of 10 offenders is required for a group to start. The minimum number of participants for a group to continue running is 6.

Should a scheduled EQUIPS Aggression/Domestic Abuse/or Addiction program approach the start date (within five working days) with less than 10 allocated participants, a decision can be made by the Manager Offender Services & Programs (in consultation with the Community Corrections Manager) to swap the program for an EQUIPS Foundation program in order to increase participation. In OIMS, de-allocate the participants from the EQAG/EQDA/EQAD (effectively suspending them back to the waiting list); deactivate the program (get rid of all sessions remaining) then create an intention to run for EQF. Allocate all of the participants for that program.

If group attrition occurs within the first two sessions of any program commencing and it is evident that these participants will not be attending/or returning to group, then new eligible and suitable offenders can be added to the existing group to backfill vacancies. This MUST occur no later than session three of any of the EQUIPS programs in order for the offender to be able to achieve a completion (i.e. maximum of three sessions can be missed but all three cannot be from the same module).


If number of participants is approaching the minimum required to continue running, the facilitator should inform the MOSP and seek advice on how to proceed. The MOSP may consult with the RSM and Community Corrections staff.

If the participant numbers fall below six, due consideration should be given to terminating the program and re-allocating participants to another group. However there may be occasions when the participant number drops below six, yet those remaining are engaged and highly motivated to complete the program. In this case a program can be completed with less than six participants and only one facilitator for the remainder of the sessions provided Work Health & Safety (WHS) issues have been considered (this is not applicable to the EQUIPS Domestic Abuse). It may be possible to utilise a more time-efficient, flexible strategy (e.g. accelerating) for completing the remainder of the sessions and the facilitator should discuss this with the Cluster MOSP and State-wide Programs Team.

5.5 Cancelling a program or session or terminating a participant The decision to cancel a program or a session of a program can only be made by the Manager Offender Services & Programs after consultation with the Regional Support Manager and/or Community Corrections Manager. Group facilitators (SAPOs/SSAPOs/external facilitators) or Community Corrections Officers (CCOs) cannot cancel a program or session without having consulted with a manager.

Group facilitators (SAPOs/SSAPOs/external facilitators) or Community Corrections Officers (CCOs) cannot withdraw or terminate a participant from the program without having consulted with a manager (see section 10.8 in Policy for the implementation, delivery and integrity monitoring of the EQUIPS suite of programs).

If no resolution can be reached at a local level, any issues should be escalated to Director level (i.e. Director Community Corrections and Director State-wide Programs).

6 Application

This policy applies to all CSNSW staff across custodial and community corrections who are responsible for the planning, scheduling and/or delivery of programs listed in the CSNSW Compendium of Offender Behaviour Change Programs (D16/378421).

It does not apply to the custody-based residential therapeutic programs such as the Intensive Drug and Alcohol Treatment Program (IDATP), Sex and Violent Offender Therapeutic Programs (SVOTP) or Ngara Nura; nor community-based treatment programs such as at Forensic Psychology Services (FPS). These programs employ separate referral and suitability assessment processes.

7 Abbreviations

ABBREVIATION DEFINITION

BPSU Business Process Support Unit

CCM Community Corrections Manager

CCO Community Corrections Officer

Cluster MOSP Cluster Manager of Offender Services and Programs

ComCor Community Corrections


ABBREVIATION DEFINITION

EDRMS Electronic Document & Records Management System

IDATP Intensive Drug and Alcohol Treatment Program

JSR Judge’s Sentencing Remarks

LMS Learning Management System

OIMS Offender Integrated Management System

OS&P Offender Services and Programs

PPSI Pre-Program Suitability Interview

SDS State-wide Disabilities Service

SVOTP Sex and Violent Offender Therapeutic Programs

RSM Regional Support Manager

SORC Serious Offenders Review Council

SPA State Parole Authority

SSAPOs Senior Services and Programs Officers

SAPOs Services and Programs Officers

TRQ Treatment Readiness Questionnaire

WH&S Work Health and Safety


8 EDRMS Documents and forms referenced in this policy

EDRMS Reference

Document Description

D14/404041 CSNSW Offender Program and Facilitation Standards

D15/005597 EQUIPS Foundation candidates list

D15/005603 EQUIPS Addiction candidates list

D15/005617 EQUIPS Domestic Abuse candidates list

D15/012816 EQUIPS Aggression candidates list

D15/556098 New PDT - Program Decision Tree - V2.1 August 2016

D16/378421 CSNSW Compendium of Offender Behaviour Change Programs – June 2016

D16/400653 CSNSW Offender Program and Facilitation Standards – self-assessment template

D17/498492 Blank Schedule – Program Planning Meeting

D17/498493 Projected overtime and travel expenditure for budget scheduling purposes

9 Document history

Version Date Reason for Amendment

1.0 22/02/2016 Initial publication

1.1 08/08/2016 Included procedure for Pre-program Suitability Interview (PPSI) for custody and direction in ACCCM 2016/13 – EQUIPS Programs in the community

1.2 04/11/2016 Reformatted policy, removed all internal links, updated to be in line with OS&P Business Plan 2016-17

1.3 28/07/2017 Increase focus on EQUIPS Foundation, post-program requirements and clarification of various terms. ( See detail in Memorandum 2017/02 by Director, State-wide Programs)

10 Annexures

See over pages


10.1 Annexure A: Offender suitability for group placement

Suitability Considerations Determining whether an offender who meets the eligibility criteria for a program is “suitable” or “ready” to commence that program, at a given time, requires a further determination of suitability.

Before placement in a group, this determination should occur for all offenders considered for all compendium programs with the exception of residential programs (e.g., IDATP, Sex offender programs, VOTP, Ngura Nura) for which there are separate referral and suitability assessment processes.

In most cases, eligible offenders will also be suitable for group placement unless there are significant or extenuating circumstances that would prevent them from attending or would place them at risk of not completing the program (see Table 1). Any offender found unsuitable requires additional support services to address the issues identified. The offender should then be re-assessed for suitability.

The emphasis, therefore, underlying the Pre-Program Suitability Interview is to find ways to include as many eligible offenders as possible, not to find reasons for excluding them.

The following step-by-step procedures should be used when conducting program suitability assessments for all compendium programs with the exception of residential programs (e.g., IDATP, Sex offender programs, VOTP, Ngara Nura).

10.1.1 File information assessment and considerations of interview There are a number of significant or extenuating circumstances that should be considered when determining suitability. These have been grouped into the following categories in Table 1.

The initial step is to ascertain whether there are, from file information or OS&P staff knowledge, any of these significant or extenuating circumstances that would prevent the offender from participating in the program. Offender file reviews should be completed (including OIMS case notes and alerts, Case File, etc.) to determine whether any of the significant or extenuating circumstances may exist.

Should the file review reveal no impediment to program participation, conduct a Pre-program Suitability Interview with the offender to confirm suitability for group placement for each eligible program under consideration. (see Annexure B for recording steps in OIMS).

Should the file review indicate that there are significant or extenuating circumstances leading to the conclusion that an offender is totally unsuitable for group placement – then it is NOT necessary to conduct a pre-program suitability interview, although it may be done to support your conclusion. The conclusion as to unsuitability for each program considered must be recorded in OIMS (see Annexure B for recording steps in OIMS).

10.1.2 Pre-program suitability interview The purpose of the pre-program suitability interview is to:

1. Assess (confirm) whether there are any of the significant or extenuating factors present that impact on suitability which may not have been evident from the file or OIMS information.


2. Reinforce the benefits of program participation, support or improve motivation, and

provide information and brochures regarding the program and the scheduled first session.

3. Administer any further assessments to assist in determining suitability and identify relevant motivation strategies. Refer to Compendium of Assessments (D14/400273)

4. With regard to EQUIPS Domestic Abuse, confirm the relationship to the victim. Should it be revealed that the victim was NOT an intimate partner, the offender is not eligible for participation in EQUIPS Domestic Abuse. This finding must be recorded using the module “EQDA ineligible - not intimate partner”. The offender then must be interviewed for placement in EQUIPS Aggression and the relevant suitability outcome recorded.

5. With regard to EQUIPS Aggression, confirm the relationship to the victim. Should it be revealed that the sole victim of the offence/s was an intimate partner (only) then the offender is not eligible for participation in EQUIPS Aggression. This finding must be recorded using the module “EQAG ineligible - violence is against intimate partner only”. The offender then must be interviewed for placement in EQUIPS Domestic Abuse and the relevant suitability outcome recorded

6. With regard to Addiction Support groups, record only the willingness or unwillingness to participate. Record the outcome using “ASG Willing to participate Addiction support group” or “ASG Unwilling to participate Addiction support group” module, as applicable. Note: Participation in Addiction Support Group is entirely voluntary and is open to any inmate/offender who has a significant substance abuse/dependence problem.

In the event that an offender does not meet criteria for any compendium program, record this outcome using the module “Does not meet criteria for any compendium program”.

Should the interview not result in a conclusion regarding suitability for programs (e.g. additional information is required to make a decision OR that the interview was general in nature), then choose module “Interview only (no outcome)”

Should an offender refuse an interview for the purposes of determining program suitability, record this using the module “Refused interview”.

As any assessment of suitability accounts for contextual or situational circumstances which may change over time, the ‘life’ of the pre-program suitability interview recorded in OIMS is 12 months. If, at the time of considering a participant for allocation to a group program an existing PPSI is over 12 months old, then the validity of the assessment should be checked and the PPSI updated in OIMS. If there a significant change in circumstances within the 12 month period (e.g. evidence of onset of mental illness), the PPSI can be updated immediately.

10.1.3 Pre-program suitability interview with offer of group placement Should the pre-program suitability interview be conducted with regard to an offer of placement in a specific group (i.e. with an imminent start date) and the offender declines that offer, the refusal to commence in that group must be recorded. The refusal must be recorded using the module “Declined group placement” for the relevant program. Record the scheduled program occurrence code in the appointment comment.

10.1.4 Other considerations regarding suitability


Working with difficult and resistant offenders: Higher risk clients may be more likely to exhibit challenging behaviours. Prior to assessing such offenders as unsuitable, consider strategies for addressing these behaviours in the group itself, or prior to commencement. Discussions with senior program staff or psychologists may help decisions regarding the most appropriate strategy.

When the offender has previously/recently completed the program: Offenders who have previously completed a program are not to be excluded solely on that basis. Should you consider it necessary for the offender to re-do the program, explain benefits from refreshing and reinforcing their knowledge and considerations that each program can offer new insights and have different emphases.

Consider the requirement for the program in light of the length of sentence and/or any recent completion of the program or equivalent program and whether or not an offender is required to complete an EQUIPS program. For example, an offender who has been in custody for eight years might have completed the VOTP 14 months earlier without any further incidents or internal charges. This may be deemed ‘recent satisfactory completion’ for the purposes of considering suitability for placement in EQUIPS Aggression.

Suitable but prioritised for another program Consider the requirement for the program in light of acceptance/placement in another program. For example, an offender may have accepted an offer of treatment and awaiting transfer to a residential program (IDATP, Ngara Nura, SOP or VOTP) or Gurnang or pre-release leave. Similarly, an inmate may require greater English proficiency and would be prioritised for Education classes prior to participating in the EQUIPS program.

10.1.5 Post interview follow-up If an offender has been recorded as unsuitable for a program due to Motivational or Logistical reasons, this should be seen as indicating that program support is required to prepare the individual for a program or to resolve a specific issue. One-to-one work should be undertaken to work through and attempt to resolve the reasons for unsuitability.

The follow-up work undertaken by SAPOs must be recorded as appointments under the service line 01OSP: Program Support using the ‘Brief Intervention program engagement’ module (see Compendium of Support Services).


Table 1: Summary of reasons that an offender may be considered unsuitable for group placement in a particular program

(i) Logistical issues preventing offender from participating in a program Consider issues such as employment, classification, staff safety and non-association alerts, etc. The SAPO and Senior SAPO should be flexible and try to accommodate program-eligible offenders where possible.

(ii) Serious lack of Motivation Consider whether there is sufficient evidence that the offender is unwilling or unmotivated to participate in the program and whether this lack of motivation would/would not reduce if the offender were to commence a treatment program.

(iii) Serious health or mental health issues Consider whether there is sufficient evidence that the offender is suffering from any serious health or mental illness that would genuinely render the offender unsuitable for programs at this time.

(iv) Serious cognitive or comprehension impairment Offenders with cognitive impairments or a learning disorder are not to be automatically excluded from programs, unless these disorders would seriously disrupt either group or individual dynamics.

For more information and advice for all offenders where this appears to be a consideration, see the State-wide Disabilities Services (SDS) site on the intranet, or contact [email protected].

(v) Current and serious Alcohol or drug Dependency Consider whether the degree of current drug usage and pattern of use might prevent meaningful participation in a group learning environment or seriously impair their cognitive capabilities/disrupt group processes. Check urinalysis screens and case notes to ascertain current concerns/evidence around usage and question whether the offender is capable or motivated to cease use prior to program commencement.


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10.2 Annexure B: OIMS steps for recording program suitability All outcomes from the pre-program suitability interview must be accurately recorded in OIMS as per the steps 1-7 below.

For each program under consideration, a separate appointment line must be entered. The cumulative time entered for the appointments must aggregate to actual interview length.

Step No.

Action Instructions to complete the action

Step 1 Check waiting lists

Run the OIMS>>Utilities>>Report Submission>>Operational Programs/Services Reports>>Waiting List for value items 00Ref Program Eligibility Print report and/or save as pdf file to your preferred drive

Step 2 Determine new and existing priorities

Use most recent Candidates List to determine the list of offenders meeting broad eligibility criteria for specific programs (Addiction, Aggression, Domestic Abuse, and/or Foundation). Consider this list/s in light of the 00Ref Program Eligibility referral reasons and determine priorities for program suitability interviews. If the referral/criteria met relates (solely) to residential programs such as SOTP, VOTP, IDATP, Ngara Nura etc., follow the relevant Therapeutic Manager’s instructions for completing the formal referral package to these programs. Go to Step 5

Step 3 Interview offender

Interview offender and administer any relevant assessment tools. Consider other relevant documentation and information. Confirm eligibility criteria and make determination as to program suitability. If criteria (also) met for IDATP, VOTP, IDATP, Ngara Nura then initiate formal Referral Package as per Therapeutic Manager’s instructions.

Step 4 Record suitability determination

OIMS>>Programs & Services>>Accredited programs>>Offender Programs & Evaluation Measures screen a) Enter MIN and perform query b) Create a 02OSP: PreProgram Suitability interview service line and enter

comment ‘First Contact dd/mm/yyyy’. Note: if the service line already exits, click on the existing 02OSP: PreProgram Suitability interview line.

c) Click on the Appointments tab and enter the mandatory details of date/time etc. and then enter Phase

d) Enter the correct Module/s to reflect the Program/s for which you deem the offender is suitable/unsuitable (see description in Tables A & B below)

e) Write a comment to reflect your decision (you might want to copy this comment for later use). Save.

f) Enter the correct value in the Confirm Attendance field to indicate if the inmate was present or not. Save.

g) Leave the Service Line open (status=referred) for any future determination program eligibility/suitability by you or any other staff member (as/when needed)

DO NOT change the status of the 02OSP: PreProgram Suitability interview service line – the status must remain as Referred for all staff to record subsequent determination of program suitability/unsuitability throughout the booking For Step 4 (e), please refer to the Tables A, B & C below for a description of each of the program prefixes and modules available for selection.


Step No.

Action Instructions to complete the action

Step 5 Append/ Update Status of 00Ref Program Eligibility (if the referral exists)

If there is no current 00Ref Program Eligibility referral, go to Step 6 Has the issue raised in the 00Ref Program Eligibility referral been addressed? • No: Append the Comment to indicate that action has commenced. Note: the

00Ref Program Eligibility referral will remain on the waiting list for re-prioritisation.

• Yes: Update the status of the 00Ref Program Eligibility referral to ‘Service Referral Completed’. Enter/paste Comment to reflect programs for which the offender meets criteria and deemed suitable/unsuitable for group placement (this action and Comment will auto-populate to CaseNotes)

Step 6 Create line for specific Program

Create Program line for the specific Program/s deemed suitable for group placement. Note: if the line already exits, click on the existing line.

Enter/append comment to indicate your determination of suitability eg “As per PPSI dd/mm/yyyy”

Save Note: Do NOT create program line for IDATP, VOTP, SOP, Ngara Nura – this will be

done by the relevant Therapeutic Manager (if needed) in the formal Referral Package process – see relevant Referral Package Therapeutic Manager’s instructions.

Step 7 Create case note (if needed)

Other than any auto-casenote generated in Step 5, is a further CaseNote needed? • No: Exit screen. • Yes: Go to Case Management>>CaseNotes and compose/paste CaseNote

Selection of modules to record outcome of Pre-Program Suitability Interview Each program is distinguished by a prefix and each program set has each of the common outcomes available for selection. In the module field, type the prefix and hit tab on the keyboard so that the options are filtered for the program under consideration.


10.2.1 Table A – List of program prefixes used in PPSI modules

OIMS Module Prefix Program name

CCSA Criminal Conduct and Substance Abuse – Pathways

DAD Parenting programs (male)

DV Women’s DV - Out of the Dark

EQAD EQUIPS Addiction

EQAG EQUIPS Aggression

EQDA EQUIPS Domestic Abuse

EQF EQUIPS Foundation

MAAD Parenting programs (female)

RUSH Real Understanding of Self Help

SDP Sober Driver Program

SFG Seasons for Growth


10.2.2 Table B – List of outcomes available for each Compendium Program

Note: ensure you have filtered for the correct prefix and then make selection

OIMS Module description Selection

Suitable Offender meets eligibility criteria for program AND is suitable for group placement. In most cases, eligible offenders will also be deemed suitable for group placement unless there are significant or extenuating circumstances that would prevent them from attending or would place them at risk of not completing the program.

Unsuitable-Logistics Offender meets eligibility criteria for the program BUT is unsuitable for group placement because there are logistical issues preventing offender from participating in a program. Issues include, but are not limited to, employment, classification, staff safety and non-association alerts.

Unsuitable-Motivation Offender meets eligibility criteria for the program BUT is unsuitable for group placement because there is sufficient evidence that the offender is unwilling or unmotivated to participate in the program.

Unsuitable-Serious Health/Mental Health

Offender meets eligibility criteria for the program BUT is unsuitable for group placement because there is sufficient evidence that the offender is suffering from serious health or mental illness that would genuinely render the offender unsuitable for program participation.

Unsuitable-Confirmed Cognitive Impairment

Offender meets eligibility criteria for the program BUT is unsuitable for group placement because the offender has a cognitive impairment or a learning disorder which would seriously disrupt either group or individual dynamics.

Unsuitable-Current AOD dependency

Offender meets eligibility criteria for the program BUT is unsuitable for group placement because the offender has revealed a degree of current drug usage/pattern which prevents meaningful participation in a group learning environment or seriously impairs their cognitive capabilities or would disrupt group processes.

EPRD>8 years-not current priority for group placement

Offender meets eligibility criteria for the program but is serving a sentence with eight years or more remaining to EPRD. Inmate is not a priority for group placement and should be considered closer to EPRD. This includes offenders managed by the SORC.



Recent satisfactory completion Offender meets eligibility criteria for the program BUT, at the time of interview, it is revealed that the offender has recently satisfactorily completed the program or equivalent program or recently completed a related residential program.

Suitable but prioritised for other program

Offender meets eligibility criteria for the program BUT at time of interview, it is revealed that the offender has accepted an offer of treatment and is awaiting transfer to a residential program (IDATP, Ngara Nura, SOP or VOTP) or Gurnang or is about to commence pre-release leave. Similarly, an inmate may require greater English proficiency and would be prioritised for Education classes prior to participating in the EQUIPS program.

Declined group placement (specific occurrence code in appointment comment)

Should the interview be conducted with regard to an offer of placement in a specific group (i.e. with an imminent start date) AND the offender declines that offer, use this module to record the refusal/decline of offer. Then, in the comment field, state the occurrence code of the exact scheduled program which was declined/refused.

Special considerations

EQDA ineligible - not intimate partner

ONLY use in relation to EQUIPS Domestic Abuse IF during the interview it is revealed that the victim was NOT an intimate partner. The offender is not eligible for participation in EQUIPS Domestic Abuse. Record this outcome.

Re-focus the interview with regard to suitability placement in EQUIPS Aggression and, as an additional outcome of the interview, record the relevant suitability outcome.

EQAG ineligible - violence is against intimate partner only

ONLY use in relation to EQUIPS Aggression IF during the interview it is revealed that the sole victim of the offence/s was an intimate partner (only), the offender is not eligible for participation in EQUIPS Aggression. Record this outcome.

Re-focus the interview with regard to suitability placement in EQUIPS Domestic Abuse and, as an additional outcome of the interview, record the relevant suitability outcome.


10.2.3 - Table C - Additional modules In addition to the program-specific items above, there are other outcomes/modules available for selection


ASG Willing to participate Addiction support group

Use to record that an inmate/offender is willing to participate in Addiction Support Groups (voluntary and open to any inmate/offender who has a significant substance abuse/dependence problem).

ASG Unwilling to participate Addiction support group

Use to record that an inmate/offender is NOT willing to participate in Addiction Support Groups.

ANC Suitable for ancillary program-specify program in appointment comment

Use to record that an inmate/offender is suitable for one or more requested ancillary program/s (in the appointment comment state the program/s name/s).

ANC Unsuitable for ancillary program-specify program in appointment comment

Use to record that an inmate/offender is NOT considered suitable for one or more requested ancillary program/s (in the appointment comment state the program/s name/s).

Does not meet criteria for any compendium program

Use in the event that the interview confirms that an offender does NOT meet criteria for ANY compendium program.

Interview only (no outcome) Use when the interview did not result in a conclusion regarding suitability for programs (eg additional information is required to make a decision) OR that the interview was general in nature as to program options.

Refused interview Use to record that an offender refused to be interviewed.


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