8.4.5 Protocol for the working relationship between the Hillingdon Youth Offending service and Secure Establishments

Introduction
Pre-sentence
Post-sentence
Reception/Admission
Post Admission/Sentence Planning
Reviews
Incidents
Transfers
Release

1. Introduction

1.1

The purpose of this protocol is to clarify the working relationship between Hillingdon YOS and secure establishments in terms of the different roles, responsibilities and expectations of these agencies and their staff. The overall objective is to ensure that both agencies and their staff work together to achieve effective resettlement practice for the benefit of the young people subject to custodial sentences. The ultimate goal is to achieve high-quality sentence planning and successful resettlement in the community.

2. Pre-sentence

2.1

The YOS responsible officer is responsible for:

Undertaking a comprehensive assessment of the needs of the young person using Asset. This will include an assessment of the Risk of Serious Harm and Vulnerability.
Ensuring that a Pre Sentence Report (PSR) is prepared for the sentencing court.
Ensuring that a Placement Alert Form is completed and sent to the YJB Placement Team by secure e-mail in advance (preferably at least 24 hours) if a Custodial Sentence is anticipated.
Ensuring that any other relevant reports (e.g. psychiatric reports, education reports, etc.) are available.

3. Post-sentence

3.1	The YOS is responsible for ensuring that; Any young person sentenced to a Custodial Sentence is interviewed immediately after sentence and a Post Court Report is completed. A Secure Facilities Placement Booking Form is completed and sent to the YJB Placement Team via secure e-mail once a young person has been sentenced to custody.
3.2	The YOS is responsible for ensuring that all relevant information is sent immediately to the secure establishment where a young person has been placed, either by secure email or with the young person via the Prison Escort and Custody Service (PECS) or secure transport provider.
3.3	This information must include the following documents; Pre Sentence Report (PSR). ASSET – including an assessment of Risk of Harm and Vulnerability. Post Court Report (PCR) In addition, other relevant information may include: Risk of Serious Harm assessment and Risk Management Plan. Vulnerability Management Plan. Psychiatric (or other medical) Reports. Education Reports (including Statement of Special Educational Need where appropriate). Any other reports/information thought necessary to ensure the adequate care of the young person.
3.4	Where the YOS has identified significant vulnerability or health concerns with respect to an individual these will be communicated to the reception office of the receiving secure establishment.
3.5	The YOS is responsible for advising the parents/carers of the relevant details of the secure establishment where the young person has been placed as soon as the placement has been confirmed.

4. Reception/Admission

4.1

The secure establishment is responsible for the reception/admission process of young people once they arrive at the establishment. This will include checking that the minimum documentary information (i.e. PSR, Asset and PCR) has been received. If any of these documents have not been received (either by secure e-mail or with the young person) it is the responsibility of the secure establishment to notify the YJB.

4.2

The establishment will review the information provided with particular emphasis on following up any vulnerability issues identified within the documentation or following any verbal reports from the YOS (see Section 3.3) including access to medical support if required.

5. Post Admission/Sentence Planning

5.1	The Secure Establishment will allocate a named caseworker to the young person within one working day of arrival.
5.2	The YOS will ensure that the young person has a named responsible officer within one day of sentence. This person will confirm with the parents that they know where the young person is placed and have the necessary information to make telephone contact and arrange an induction visit.
5.3	In the case of sentenced young people it is the joint responsibility of the YOS and secure establishment to ensure that an Initial Sentence Planning Meeting is held at the unit within the timescale prescribed by National Standards and contact will be made within two working days of the admission to organise the date and time.
5.4	The YOS responsible officer is responsible for invites to and ensuring the attendance of parents/carers and other relevant professionals from the community at the Initial Sentence Planning Meeting. The YOS Responsible Officer must let the secure establishment know in advance the names and roles of those attending planning meetings and reviews.
5.5	The YOS Officer will ensure that all attendees from the community bring adequate identification for security purposes and are aware of the security procedures that apply to all visitors.
5.6	The caseworker from the secure establishment is responsible for ensuring the attendance of other relevant professionals from within the secure establishment at the Initial Sentence Planning Meeting and subsequent reviews.
5.7	The caseworker and YOS officer will agree in advance who will chair the meeting and be responsible for completing the necessary paperwork (T Forms).
5.8	The sentence plan will be based on the planning meeting and will identify the objectives to be achieved during the custodial phase how they will be measured objectives to be met post –transfer the contributions of each agency to meeting the objectives timescales

6. Reviews

6.1	Within one month of the initial planning meeting the YOS responsible officer and the caseworker/personal officer will hold a case discussion with the trainee to ensure the training plan is being implemented as agreed.
6.2	Thereafter a review meeting involving all who attended the initial planning meeting will be held according to national standards, including the resettlement review meeting and the final review meeting. The organisational arrangements will be as for the Initial Sentence Planning Meeting.
6.3	Where a review meeting has to cancelled by one or other parties, every effort will be made to give as much notice as possible and to rearrange the meeting within ten working days of the original date.
6.4	The YOS responsible officer will visit the young person at least to the frequency required within the National Standards. He/she will make regular contact with secure establishment staff to discuss progress.

7. Incidents

7.1	The caseworker/personal officer will advise the YOS responsible officer of any incidents or events taking place on the unit regarding the young person’s vulnerability, unusual or concerning behaviours or disciplinary matters as soon as possible.
7.2	Similarly the YOS responsible officer will advise of any events in the community which may impact on the young person’s behaviour or vulnerability – e.g. family bereavement.

8. Transfers

8.1	Where a young person is to be transferred from the secure establishment the caseworker/personal officer will inform the YOS responsible officer as soon as the information is available for release taking into account any security concerns the establishment may have.
8.2	The YOS responsible officer will notify the parents and other relevant professionals within the home authority.

9. Release

9.1	The Notice of Supervision will be prepared and authorised by the secure establishment prior to the young person’s release.
9.2	Within 10 working days of transfer to the community the training plan must be reviewed. The caseworker/personal officer from the secure establishment will attend this first post release meeting when staffing allows.
9.3	The caseworker/personal officer will be invited to subsequent reviews.

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