THE PRISON LIBRARY SERVICE
This instruction applies to :
Reference :
Prisons PSI 45/2011
Issue Date
Effective Date
Implementation date
Expiry Date
17 February 2012
28 February 2012
1 January 2016
Issued on the authority of
NOMS Agency BoardFor action by
Governing Governors, and Directors of Contracted PrisonsFor information
All prison staff, contracted staff, and partner organisation staff, working to provide a Library service to prisons.Contact
Sharon BarrettHead of Prison Skills and Employment
Offender Employment Skills and Services Group Directorate of Commissioning and Commercial National Offender Management Service Clive House
70 Petty France London
SW1H 9HD
0300 047 5194
Associated documents
The Prison Library Specification November 2010Replaces the following documents which are hereby cancelled :- PSO6710 Prison Libraries
Audit/monitoring :
Governing Governors, Directors of Contracted Prisons Introduces amendments to the following documents: Prison Library Specification (January 2010)
CONTENTS
Executive Summary
Chapter 1 Library Specification Chapter 2 Library Access Chapter 3 Staffing
Chapter 4 Stock Summary of Annexes
Annex A Prison Library Specification Annex B Mandatory Publication List Annex C Template SLA
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PAGE 2EX
ECUTIVE SUMMARY
References to Governors should be taken to include Directors of Contracted Prisons. Where appropriate, it may mean the Governor’s authorised representative, usually the Head of Learning and Skills (or the equivalent person who has responsibility for libraries in the establishment).
References to publications encompasses all written publications, visual material, pictures, audio material, and visual material. This will include, for example, books, magazines, comics, newspapers, journals, leaflets, flyers, posters, cartoons, original artwork, photographs, prints, music CDs, audio CDs, data CDs, cassette tapes, video tapes, DVDs and any items downloaded or otherwise obtained from any IT source.
1 Background
1.1 The Prison Rules 1999 and Young Offender Institution Rules 1988 as amended, which are Statutory Instruments made under the Prison Act 1952, place on the Secretary of State the responsibility for ensuring that each Prison Service Establishment has a library, and that the prisoners of those establishments have facilities to use and exchange books.
1.2 The Prison Rules (1999) state:
(33). A library shall be provided in every prison and, subject to any directions of the Secretary of State, every prisoner shall be allowed to have library books and to exchange them.
1.3 Libraries in prisons in England and Wales are usually provided either through the local Public Library Authority (PLA), or directly by the establishment.
1.4 Part of the purpose of a prison library is to support prisoner resettlement. A focus on improving literacy and other barriers to effective resettlement assists prisoners in making a more seamless transition from custody to community.
2 Desired outcomes
2.1 Policy that clarifies the procedures, processes and requirements for an effective library service in each establishment.
3 Application
3.1 This PSI is relevant to all staff, directly employed by, contracted to, and working in partnership with, the prison, who in any way contribute to the provision of an effective library service in the establishment.
4 Mandatory actions
4.1 Mandatory actions are shown in italics throughout the PSI.
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PAGE 34.3 Governors must ensure that library provision is in line with the current Library Specification and set down in a written agreement between the prison and the library provider.
4.4 Governors must ensure that a prisoner’s statutory entitlement to library provision is met.
4.5 Governors must ensure, working with public library authorities where necessary, that library staff receive appropriate training, support and guidance.
4.6 Governors must ensure that prisoners can access materials on the mandatory publication list.
4.7 Governors must ensure that allocated funds are spent on agreed library services.
5 Resource Impact
5.1 There are no additional resource implications for the Prison Service or NOMS.
6. Contacts
For further information about this PSI please contact:
Sharon Barrett
Head of Offender Skills and Employment Offender Service Co-commissioning Group Directorate of Commissioning and Commercial National Offender Management Service
Clive House 70 Petty France London
SW1H 9HD
0300 047 5194
(signed)
Ian Poree
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PAGE 4Chapter 1
Library Specification
1.1 The Library Specification (Annex A) sets out comprehensively what is expected from a library service, and should be implemented accordingly. This PSI must be read in conjunction with the specification.
1.2 The specification assumes that the service would be provided by the Public Library Authority. Where this is not the case, appropriate terms should be substituted where necessary.
1.3 Establishments are expected to provide a library service that aligns with the Specification and adheres to the guidance below.
1.4 Governors must ensure that library provision is in line with the current Library Specification and set down in a written agreement between the prison and the library provider.
1.5 A draft template Service Level Agreement (SLA) (written for the purpose of PLA provision, but can be amended appropriately) is provided for this purpose and is attached at Annex C.
Chapter 2
Library Access and Environment
2.1 In line with Prison Rules, all prisoners must be allowed access to library books. The frequency of access will fit establishment need, but library visits should be of a minimum 30 minutes’ duration and as often as is practical.
2.2 Access should be weekly, unless the Governor / Director can demonstrate that this is not physically possible due to the size of the establishment and regime. Access must be at least once every two weeks as an absolute minimum. Accessibility may be more frequent and for longer duration for prisoners wishing to research legal issues
2.3 The Library must be located in a suitable space that allows prisoners to browse the stock easily, and to access and use (for example, read and make notes from) reference materials.
2.4 Staff should encourage prisoners to make use of the library facilities, and help raise awareness of the services it provides.
2.5 Where prisoners are unable to access the library, an alternative service should be provided that allows them to both exchange and order reading material at least as often as if they were able to visit the library.
2.6 Consideration should be given to making stock available on some units, such as First Night Centre, Induction Unit and Health Care, as appropriate. This will ensure regular access to reading materials for those who may be more vulnerable and less able to access the main Library.
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PAGE 52.8 Governors may restrict an individual’s access to some material, on a case-by-case basis. Librarians must ensure they comply with any such rulings and have a common sense approach to all materials in the library. Where there is doubt a senior manager in the prison should be consulted.
Chapter 3
Staffing
3.1 Where Library services are provided by the local Public Library Authority, it will provide staff according to set guidelines (see Annex A, para 5.3). The establishment will normally also provide staffing and prisoner orderlies to support the library service.
3.2 Library staff should encourage and help individuals to derive the maximum benefit from the resources available in the library.
3.3 Prisoner assistants must be selected in line with usual allocation to activity procedures. They must be properly trained in their duties and supervised. They should be given the opportunity to gain appropriate accredited qualifications.
3.4 Governors must ensure, working with public library authorities where necessary, that library staff receive appropriate training, support and guidance, that they are integrated into the prison team and able contribute towards quality assurance.
Chapter 4
Stock
4.1 Stock funding is calculated according to a set formula (see Library Specification at Annex A, para 5.1 and 6.1). The range of stock should reflect the nature and requirements of the prisoner population (see Annex A, para 6.1). Consideration should be given to language, print size, and audio or visual material as appropriate.
4.2 A list of publications that libraries must provide access to is given at Annex B (mandatory publication list). These must be kept as reference stock where there is likely to be a regular need. Where Governors can demonstrate that an item will be required by prisoners only rarely, and it is cost-effective not to purchase the item as matter of course, it must be quickly accessible should a prisoner request it. This may be through inter-library loan or printing from internet, for example.
4.3 Governors must ensure that prisoners can access materials on the mandatory publication list.
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PAGE 6Annexes
Annex A
Prison Library Specification 2010
The Prison Library Specification outlines what should be provided by the prison library. It is written with reference to a service provided by the Public Library Authority; where a different service provided is used, appropriate references should be changed as necessary.
Annex B
Mandatory Publication List
Prisoners must be able to access certain publications through the Library. These may be held as reference book stock, or sourced when required
Annex C
Template SLA
The services that the Library provider will offer, and the requirements on the establishment, should be set out in an agreed document.
An
nex A
The Prison Library
Specification
Contents
Page
Vision
2
1.
Aim and Objectives
3
2.
General Requirements for the service
3
3.
The Service Level Agreement
4
4.
Management
5
5.
Financial Arrangements
6
6.
The Library Stock
8
7.
Staff and Training
9
8.
Services
11
9.
Accommodation, Furniture, Fixtures and Fittings
13
Appendix 1
Menu of performance measures, targets and
standards
14
Vision
To provide offenders in custody with a range of reading and reference material that will: assist their learning and skills development;
help them to structure their time when they are not engaged with regime activities; provide essential support and guidance to their resettlement aims; and
1. Aim and Objectives
1.1. Aim
To provide a range of reading and reference material to offenders in custody based on analysis of requirements, in order to contribute to the overall purpose of the establishment.
1.2. Objectives
The prison library should:
Reflect the diverse nature of the prisoner population Provide reasonable access for all prisoners
Give access to a suitable range of appropriate book and non-book material Support identified learning opportunities
Support prisoner resettlement
2. General Requirements for the service
The prison library should provide a range of services which complement the requirements of the establishment and its prisoners, and take account of the nature of a closed environment. This specification therefore provides for:
Adequate staffing at appropriate grades to deliver an agreed level of service Ensuring that material accessed by prisoners is suitable
A funding formula to provide appropriate levels of stock and stock replenishment.
Appropriate quality assurance procedures, including self-assessment.
Effective communications between senior management in Public Library Authorities (PLAs) and Prison Service establishments by involving both parties in decision-making, the setting up of an appropriate meetings structure, and library involvement in the prison’s resettlement strategy.
Setting appropriate standards, targets and performance indicators. The offer of library services to all prisoners in the establishment.
Ensuring library staff make referrals, where appropriate, both within the establishment, and to the outside community.
Working as part of the prison’s resettlement team to complement where possible the services that team provides.
Helping offenders develop their literacy, and providing other suitable and relevant services to engage offenders in library services.
Working with the voluntary sector to support family reading and peer support schemes.
3. The Service Level Agreement
The relationship between the PLA and the establishment should be through a Service Level Agreement (SLA). The SLA should identify the responsibilities of the PLA and the establishment in providing a reasonable quality library service for prisoners, and must include the following. In addition, this specification shall be attached to – and form part of – the Service Level Agreement.
3.1. Management
Roles and responsibilities, including a diagram setting out management structures in the establishment and the PLA, and identifying the responsibilities within both organisations in relation to prison library provision
A statement on the nature of the establishment/regime/categories of offender held
Data on the establishment’s:
o occupation (regime) profile
o business plan
o ethnic mix
o induction procedures (for staff and offenders)
o (where relevant) library usage profile from recent surveys carried out
Data protection arrangements, including a nominated data protection officer to deal with requests for information held by the library about prisoners and a procedure for the release of this information.
3.2. Services
The service required, based on the specification The range of information services offered
Special services offered- request/inter-library loan etc How services will be implemented, delivered and monitored Opening hours and maximum capacity
Escort and security arrangements for library users. The SLA will set out arrangements for the provision of escorting staff.
3.3. Performance measures, targets and standards
A summary of the most recent Ofsted report on library provision in the establishment
An agreed set of performance measures, targets and standards, drawn from those listed at Appendix 1, drawing on:
o management information (as per paragraph 4.4. below) o Current self assessment report, development and action plan o Current report of the Quality Improvement Group.
3.4. Stock
Statement of Stock held – quantity, type, percentage and frequency of exchange.
Outline of the establishment’s sanctions policy on loss or damaged stock Procedure for transporting and receiving stock
Current list of reference material and mandatory publications held. 3.5. Staffing and Resources
Stock formula and funding available. Staff:
o Number/grade/title of librarians and their hours of work
o Number of prisoner orderlies and their hours of work
o Arrangements for the covering of absences of regular staff
o Job descriptions for librarians and orderlies
o Attendance times of staff
An outline of the library staff recruitment process, including consultation on person specifications and involvement in the selection process
The staff exclusion policy for contracted staff.
4. Management
4.1. Meetings
An annual meeting between senior management of the PLA, the library manager and the Governor or his or hers nominated representative will:
Review policy
Agree the SLA for the coming year
Advise the PLA of the establishment business plan for the coming year and discuss how the library can contribute to it
At least two internal meetings will occur each year chaired by the Governor or his or hers nominated representative and attended by the prison librarian and other appropriate partners to ensure that services are integrated, complementary and focused. It will be important also to keep the PLA advised of any changes which may affect library services.
4.2. Role of the PLA
The PLA will provide an agreed level of library service. The PLA will provide staffing at the agreed level using properly chosen, trained and skilled staff. Materials (including books) will be provided promptly, and efficiently and be of good quality.
The PLA will comply with the security requirements of the establishment and be fully aware of the Governor’s ultimate responsibility for the safety and security of all individuals present within the prison. Reasons for any exclusions of the PLA’s staff will be in accordance with the exclusion policy. The Governor will confirm exclusions in writing as soon as practicable, and will disclose reasons where possible, taking into account the need for continued security operations or protection of third parties.
The PLA will help to ensure that services are integrated and complementary, deal with any issues affecting the performance of the library and update any developmental or service plans.
4.3. Quality Improvement Group
meetings. The prison library should have a development and action plan and should carry out an annual Self Assessment Review (SAR).
4.4. Management information and data
The prison librarian will be responsible for collecting, collating and analysing management information. The methods of collection will include the annual library user survey, data provided by the PLA library management system, information held by the establishment on prisoner population and manual counts such as staff attendance and actual library opening hours.
4.5. Library computer management systems
The establishment and the PLA should work in partnership to link the prison library to the PLA computerised on line management system wherever possible. Measures must be in place to ensure that the integrity of information (prisoner data) and the PLA system are retained.
5. Financial Arrangements
5.1. General
There are two major cost drivers for the prison library: Stock
Staff 5.2. Stock
The formula for stock is:
A/B * C = Annual Establishment Stock Funding Where:
A = the total number of notional materials per establishment, calculated by multiplying the prison’s operational capacity by the number of materials to be provided per prisoner. The number of materials is set at 10 per prisoner.
B = the number of years during which all materials should be renewed. The formula currently operates on a five-year renewal cycle.
C = the unit cost per new material acquisition. In the formula, “materials” includes:
Books and pamphlets
o Reference
o Adult fiction
o Adult non-fiction
o Children’s materials (where appropriate) Newspapers, Periodicals and Magazines Audio, Visual and Other Stock:
o Sound recordings, Music
o Sound recordings, Talking Books
o Video Recordings and DVDs
o Multi-media and Open Learning Packs
5.3. Staff
Resources to fund staff costs are based on the prison population and include an allowance for training, holiday, sickness and off-site working.
Allocations for library staff costs are based on:
Prison population Librarian hoursper week Library Assistanthours per week
<200 16 16
201-300 22 24
301-450 31 36
451-550 37 44
551-700 37 56
701-850 37 68
>850 37 74
Thus, an establishment with 570 prisoners will ‘earn’ 37 Librarian hours and 56 Library Assistant hours.
Staff levels and attendance patterns will be determined by the agreed library opening hours, which may include day, evening and weekend working depending on the needs of the establishment. The prison librarian must be able to spend time away from the library engaging in prison library business, both inside and outside of the establishment, in the resettlement agenda, in training and higher level management.
In the interests of efficiency and effectiveness, consideration may be given to utilising a suitably qualified and paid librarian to manage a cluster of establishments, where appropriate.
5.4. Annual Updates
The funding available per establishment is calculated annually, taking into account the total budget available, any changes to the prison’s operational capacity, the cost to acquire new materials and salary costs. The total allocation is cash limited.
5.5. Set-up/change of use costs
Additional funding will be made available for new establishments, re-roll of existing establishments, and where there is a significant increase in population.
6. The Library Stock
6.1. General
The stock available in the library will reflect the prison community, based on a wide range of management information but particularly the data in para 3.1. above. The SLA will set out the PLA’s policy for using management information to review regularly and maintain the stock.
Stock should promote the value of reading, and provide support to those learning to read with a variety of suitable materials. Material will be available in a range of formats appropriate for the subject matter and requirements of the individual. Reference materials and access to specified publications (see Annex B of PSI xxxx) will also be available.
prisoner. A minimum of ten items of stock will be provided per prisoner, with establishments with fewer than 200 prisoners holding a stock of at least 2,000 items. The funding formula assumes the library stock will be replenished over a five-year cycle. Censorship of material will not usually be exercised, save where an item is clearly offensive and / or in breach of legal requirements (such as racist articles, or items with age certificates, for example). However, the establishment may restrict an individual’s access to some material, which will be on a case-by-case basis in line with the Library PSI. Librarians must ensure they comply with any such rulings and have a common sense approach to materials. Where there is doubt a senior manager in the prison should be consulted.
6.2. Books
Books will be provided in a variety of formats that best meet the reading needs of the offenders and reflect the range of reading abilities. The SLA should set out the replenishment arrangements, including through purchase of new material and by utilising existing PLA book stock.
The PLA is expected to use links between its prison library service and mainstream library services to operate a book reservation system giving access to the holdings of the PLA and external organisations.
6.3. Audio visual material
The library will stock a range of talking books in the most appropriate format. The proportion and replenishment rate of such material will be set out in the SLA (see para 3.4.).
The SLA will also establish stock levels and replenishment rate for other audio-visual material.
6.4. Reference material and mandatory publications
Reference material will be up to date, regularly refreshed, relevant and appropriate. Prisoners must be able to see what reference material is available. The reference collection will be available on open shelves in a separate and easily identified location, as far as space permits.
Mandatory publications identified by the Prison Service will be available to prisoners through the library. Prison Service Orders and Instructions (PSOs and PSIs) and other statutory internal publications will be provided by the Prison (in hard copy or through the HMPS Intranet site) and must be made available in the library for prisoners to reference. In addition, Libraries should develop a collection of materials relevant to the needs of the prisoner population,
Where space is limited, or material is rarely requested, a list of material that can be requested must be clearly displayed and obtainable within the shortest time frame possible, as per mainstream services.
6.5. Newspapers and Periodicals
The provision of newspapers and periodicals will reflect the prison population.
Management and administration of newspapers and periodicals ordered and paid for by prisoners is not the responsibility of the PLA.
6.6. Stock loss and sanctions
There is a joint responsibility on the establishment and the PLA for the security of library material. Each establishment will have a written policy and procedure in place to minimise stock losses and facilitate recovery, together with clear sanctions to aid recovery from users, and this will be outlined in the SLA (see para 3.4. above). Establishments will give serious consideration to the purchase and installation of commercially available book security systems.
The SLA will set out procedures for dealing with – and replacing – lost stock above an agreed annual rate.
6.7. Transporting and receiving stock
A clearly defined procedure for transporting library material between the PLA premises and the establishment will be in place, with the roles and responsibilities of both organisations clearly defined in order to minimise security issues.
7. Staff and Training
7.1. General
Library staff are employed and managed by the provider (in most cases the PLA). There will be a clearly defined line management structure linking the prison librarian to providers management outside the establishment (see para 3.1. above). In areas relating to operational matters and security, the prison governor has the ultimate and absolute authority.
Staff are encouraged to discuss any question or concerns with a member of operational staff.
The governor will designate a representative who will lead on library issues. 7.2. Provider library staff
Key tasks will include:
Creating and maintaining a profile of the prison population and its library, reading and information needs
Developing the library learning and information service in relation to the population profile
Providing ad hoc support for offenders engaged in learning
Contributing to prisoners individual learning plans and records of achievement (if appropriate)
Providing access to information on a range of topics relating to learning and skills acquisition, reading advice, housing, benefits etc
Encouraging use of public libraries in the community on release
Providing a request service, drawing on external sources of supply as necessary Establishing a stock of materials that reflect the prisoner population. Ensuring the
service meets the needs of ethnic minority groups, the visually impaired, and those with reading difficulties
Ensuring that mandatory and reference publications are available Creating and maintaining appropriate records of stock and equipment
Marketing and publicising the library, learning and information service to prisoners Establishing efficient routines and procedures for the effective running of the
library
10
Supporting the work of, and liaising with, other relevant departments within the prison
Promoting and encouraging reading
Arranging for the basic training of prison library officers, where there is such a post, and prisoner library orderlies
Being a member of the establishment Quality Improvement Group and attending these and other management meetings agreed by prison and provider senior management
Preparing a self-assessment report, action and development plan
Monitoring the service standards, targets and performance indicators set in the Service Level Agreement.
7.3. Prison Library Officer
Prison library officers may be appointed where prison management considers this to be useful, practical, or necessary for security reasons. Prison library officers, as well as undertaking security duties, may be able to undertake some of the duties assigned to the library assistant, in agreement with the Governor.
Key tasks for a Prison Library Officer, where in post, will include: Maintaining good order in the library
Organising, where appropriate, prisoner access to the library
Liaising with other prison staff to further the aims of the library, to ensure the prompt return of stock, and maintaining a system to minimise stock loss
Participating in the management of the service through membership of appropriate committees and groups
Supporting the work of the librarian Encouraging library use.
The budget for prison library officers will be within the overall staffing resource for the establishment, and is not included in the funding for library provision.
7.4. Library Orderlies
Prisoner library orderlies should be appointed to carry out routine tasks associated with the day-to-day running of the library. These tasks are mainly clerical in nature, requiring an appropriate level of literacy and numeracy.
Key tasks will include:
Issuing and discharging library materials
Returning stock to appropriate locations and maintaining display areas in good order
Repairing stock where appropriate
Carrying out clerical routines associated with the request service and stock maintenance procedures
Providing assistance with displays and publicity.
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7.5. Qualifications, Recruitment and selection
The prison librarian will have qualifications equivalent to those required for a comparable post within the PLA. In most cases this will be a qualified librarian although it is recognised that changes within the profession may lead to a range of qualifications becoming accepted as essential criteria for the recruitment process.
The PLA will consult the establishment on the person specification, including the qualifications required, before advertising for the post of prison librarian. The process for recruitment and selection of prison library staff will be outlined in the SLA (see para 3.5. above), including a description of the establishment’s role.
The SLA will also describe the establishment’s process for the selection of prison officer librarians and prison orderlies, and the PLA’s role in that (see para 3.5. above).
7.6. Induction and training of library staff
The prison’s induction of new prison library staff must be timely and include training in relevant security matters. Opportunities will be provided for updating and participating in new training. Training in security matters should include particular mention of the type of actions and behaviours that might lead to exclusion. Both the provider and the establishment must be satisfied that new staff are capable of discharging their responsibilities competently and safely and that new prison library staff have been trained and inducted safely.
The prison librarian will be encouraged to promote their Continuing Professional Development by taking part in wider prison library matters and developments. Training that directly links to and benefits the prison library will be resourced by the establishment. Training of more general benefit to the individual staff will be resourced by the provider.
7.7. Staff absences/holiday cover
The provider will provide cover for prison library staff absences and annual leave. If library opening is required on bank holidays this will be included in the SLA with the additional costs detailed and paid for by the establishment (see para 3.2. above).
The provider will arrange to notify the establishment when library staff are not available, and the establishment will maintain a record of the occasions when the library is unavailable due to staff absences. The establishment will not be required to pay for library services on such occasions.
7.8. Quality Improvement Group
The prison librarian will be a member of the establishment’s Quality Improvement Group. 7.9. Health and Safety
Library staff will be actively involved in risk assessments of libraries and Health & Safety will be a standing agenda item on library meetings.
8. Services
8.1. Library opening hours
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Where prisoners are not able to visit the library – such as those under segregation or hospital in-patients, a service must still be provided. These prisoners must at the minimum be able to borrow and exchange reading books or audio-visual material as appropriate, and the SLA will reflect the agreed arrangements for this. In addition, where a prisoner under these conditions can demonstrate a genuine need to access reference materials before he or she can next visit the library, arrangements must be made to provide these to the prisoner in the meantime.
Establishments may wish to consider the provision of library out-reach facilities where it can be seen that these would increase prisoner access and benefits in addition to what the static library can offer.
8.2. Reader development
The library will have a clearly defined role in reader development thus promoting the enjoyment of reading, widening reading choices, and catering for all abilities. Prisoner reading and Skills for Life development will be supported by library staff with the appropriate training. This will be achieved by partnership between library staff, education provider staff and prison staff.
Where appropriate the prison library will also promote the benefits of reading in a family environment, and encourage prisoners to develop family reading skills.
8.3. ICT provision
Unless the establishment Governor can be certain that ICT access for prisoners is secure, monitored and supervised, prisoners will not be able to access ICT facilities such as the internet, email or word-processing programmes in the library.
Prison library staff will have access to the public library authority electronic catalogue, and will be trained to use computers and electronic communications systems.
8.4. Information, advice and guidance (IAG) and Resettlement
The Skills Funding Agency’s Careers Information and Advice Service (CIAS) will provide a professional information, advice and guidance service to prisoners, The library may also organise and provide information, advice and guidance relevant to specific individual resettlement needs, ensuring any such service articulates sensibly with the CIAS service and sentence planning / Offender Management. The library’s service may include careers and training for resettlement, as well as housing and welfare benefits, and support may include assistance with the completion of job application forms etc.
It is thus important that the Library is integrated as part of the establishment’s resettlement strategy and its staff must be part of the resettlement team.
8.5. Marketing and promotion
The prison library should promote its facilities throughout the establishment to ensure prisoners and staff are aware of what the library offers, where it is and when it is available. This must be facilitated though the prison’s resettlement strategy and as part of the resettlement team
8.6. Post-sentence guidance and support
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9. Accommodation, Furniture, Fixtures and Fittings
9.1. General
It is important that library accommodation is fit for the range of services provided, and that furniture, fittings and equipment, including IT equipment, are appropriate.
Where accommodation can not be adapted to an acceptable standard, interim measures will need to be adopted, with plans to improve accommodation, furniture, fixtures and fittings included in the quality improvement plan. The provider should be consulted on size and layout of, as well as furniture, fittings, and equipment within, planned new or altered accommodation.
The establishment should use its best endeavours to establish a library that includes: Counter area for issues
Staff work space with desks, shelves, cupboards, computer equipment and trolleys
Desk for librarian
Shelving for stock, displays and promotions. Shelving for reference stock
Photocopier
Shelving for magazines
Display area for information, including carousels for display General display area
Notice boards
Informal seating area
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Menu of performance measures, targets and standards for the SLA
OPENING HOURS
The prison library will be open at times when prisoners have can access, and may include evenings and weekends. Opening hours should be at least the number of ‘Librarian hours’ in the table in para 5.3. above.
The library opening hours should allow maximum use with minimum disruption to other regime activities.
ATTENDANCE
A designated provider member of staff will be in attendance at times when prisoners have access to the library.
BROWSING TIME
Every prisoner should be offered a minimum of 30 minutes browsing time for stock selection and exchange per visit. The Library will also provide, within these times, an information service.
ON-SITE LIBRARIAN HOURS:
The number of on-site hours to be provided.
PRISON ORDERLY HOURS
The minimum attendance time for orderlies.
PRISON OFFICER ESCORT
Prison management will ensure that officers are available to escort prisoners to the library, where this is appropriate, to provide the browsing time.
STOCK LEVEL
A minimum of ten items of stock will be provided per prisoner. However, establishments with fewer than 200 prisoners will stock a minimum of 2000 items.
STOCK REPLENISHMENT
The cycle (in years) over which the stock of the library will be exchanged with a combination of new and good quality used material.
NEWSPAPERS AND PERIODICALS
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Appendix 1
SUBSCRIPTION SERVICE
A subscription service for specialised stock will be provided for ethnic groups in the prison who are not representative of the population mix in the outside community. A range of material will be available for those who are non-English speakers.
STOCK TAKING
A formal stock-take of all library material will take place annually basis to provide information on the level of stock losses.
Establishment
population Newspapers Periodicals
<400 4 4
401-600 6 6
601-800 8 8
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Appendix 2
Dispute Resolution
The preferred route for resolving disputes that arise in connection with delivery of the library service in a particular establishment is through local discussion and agreement. A three tier escalation process will operate.
Tier 1: attempt to resolve the issues through direct local discussion between the Governors representative and the providers member of staff on site or an intermediate line manager; if that process cannot resolve the problem
Tier 2: arrangements should be made for the Governor to meet a senior member of the providers management structure with a view to resolving the disagreement that way. Should that route fail to reach an accommodation, the ultimate escalation is
Tier 3: engage the Governors line manager who will arrange to discuss the disputed issue with the Local Authority Chief Executive Or appropriate senior manager for the provider
ANNEX B
Mandatory Publication List
Prisoners should have access to information about their rights and obligations under the prison regime and to legal materials which may be relevant to any legal proceedings that they are involved in or wish to pursue. To fulfil this obligation the following publications must be made available in prison libraries:
Archibold's Criminal Pleading, Evidence and Practice
Extant Prison Service Instructions (PSI) and Prison Service Orders (PSO) (excluding those that are restricted)
AN NEX C
SERVICE LEVEL AGREEMENT
FOR THE PROVISION OF
A LIBRARY AND INFORMATION SERVICE AT HMP/YOI ……….…..…….
1 THIS AGREEMENT is made on … … … 20..…
BETWEEN:
1 …….…….…… Public Library Authority and
2 HMP/YOI ……….
2 PURPOSE
The purpose of this Agreement is to provide a library and information service to HMP/YOI…… that meets the Prison Library Specification (revised November 2010).
3 DATES
This Agreement commences on 1 April 2012, until March 31 2013. It will then be reviewed annually and revised as required. (Subject to Clause 9).
4 CONTENT OF THE AGREEMENT
This Agreement consists of two elements, namely planning and monitoring. The parties agree to work together in these areas to ensure effective delivery of the service set out in this Agreement.
5 PLANNING
Planning is based on the information and requirements contained in annexes as follows:
Annex A Specification of service required from the Public Library Authority (PLA).
Annex B Monitoring
Annex C Financial Details for the service.
Annex D Staffing Requirement for Library (PLA and prison establishment staff / orderlies).
Annex E Information from the Establishment which will assist the PLA in providing a relevant book/information service including:
(a) Prison establishment profile
(c) A statement of the ethnic minority population which includes countries of origin.
(d) Details of type and category of the prison establishment.
Annex F A detailed statement from the PLA stating how the library service will be provided, who will be accountable for its delivery and how the service will be monitored.
Annex G Guidelines on the procedures for the recruitment and selection of PLA staff in Prison Service establishments.
Annex H Library Manager sample job description.
6 MONITORING OF THE LIBRARY AND INFORMATION SERVICE
6.1 The Establishment will collaborate with the PLA in monitoring the effectiveness and efficiency of the library and information service. Details are set out in Annex B.
7 COSTS AND PAYMENT FOR THE SERVICE
7.1 Annex C sets out the expected costs of the service for the year. These must be reviewed annually.
7.2 Funds are allocated to HMP/YOI ………. by the National Offender Management Service (NOMS) and these must be used fully to pay for the Library service. HMP/YOI ….. will pay the PLA directly for agreed costs of the service.
8 TERMINATION
The parties shall be entitled to terminate this Agreement by six months’ notice in writing if unforeseen circumstances arise with the result that either party is unable to continue to perform the services in the form and manner as agreed.
Signed for and on behalf of:
……… COUNTY COUNCIL
Signatur e: ………. Printed Name: ………. Date: ……….
Signed for and on behalf of
HMP/YOI ………
Annex A
SPECIFICATION FOR DELIVERY OF LIBRARY SERVICE AT HMP/YOI ...………...
A library service will be provided which reflects, as far as is practical, the facilities available in the community and which is congruent to the needs of the prisoners in the establishment. It will be agreed between the Governor and the PLA and should meet the Prison Library Specification published January 2010 (updated November 2010, attached) and be within the budget provided for the service.
Baselines
1 The library service will be provided on the basis of an Agreement with ……….. PLA. It will be managed locally by the Head of ……… on behalf of the Governor.
2 Prisoners will have access to the main library at least once every …... week(s).
3 Prisoners will be given at least 30 minutes per visit to use reference items and select materials to take on loan from the library.
4 A limited book stock will be held on the Segregation Unit for segregated prisoners as an alternative to them having normal library access. Segregated prisoners will be able to change loan books from this stock at least once a week.
5 A discretionary order/request system will be available.
6 The main library will be open for at least ……... hours each week.
7 Accurate regime monitoring forms indicating library usage will be submitted by the PLA staff, to the Head of ……… …………by noon each Monday
8 PLA staff will attend the library for ……. hours per week in the main library and will also conduct outreach elsewhere in the prison based on need and as agreed with the prison representative.
9 Each prisoner may borrow up to …….. books for …….. weeks. Long-term loan facilities will be available if approved by the Library manager.
10 There will be special provision within the library stock for ethnic minorities, the visually impaired, educationally disadvantaged, and foreign national prisoners.
11 Reference items, including those specified in the Prison Library Specification Mandatory Publication list, and periodicals and daily newspapers, will be available for use in the library only.
12 Stock issue and returns will be monitored and PLA staff will operate a system which encourages prisoners to maintain the quality of issued items. In cases of loss or damage of issued items the establishment will provide advice and guidance to PLA staff on the appropriate course of action.
14 The Library Management Committee will consist
of:-Head of Learning and Skills / establishment nominated representative * The Group Manager – prison libraries*
Library Development Officer* PLA staff*
*insert roles relevant to establishment / PLA in question
The Committee will meet three times per year to monitor the Library Service.
15 The Library Annual Policy Meeting will consist
of:-Head of Learning and Skills / establishment nominated representative* Director of Community and Adult Services – Libraries or representative* The Group Manager – Prison Libraries*
Library Development Officer*
*insert roles relevant to establishment / PLA in question
The Committee will meet annually to discuss professional and operational developments to review the Prison Service/PLA Service Level Agreement.
Annex B
MONITORING OF THE LIBRARY SERVICE
1 The following Key Indicators will be used to monitor performance of the Library service.
o The Service Level Agreement
o Random weekly issue check, opening timetable
o Inspection
o PLA staff timetable
o Establishment staff timetable (SPAR)
o Regime monitoring
o Number and type of special requests
o Complaints
2 HMP/YOI …………. and the PLA will be jointly responsible for ensuring appropriate and accurate monitoring, and discussion and resolution of issues that arise.
3 Each party will clearly state how this will be done and the key indicators which will be used in assessing the performance of the library.
Annex C
FINANCIAL DETAILS
LIBRARY SERVICE at HMP/YOI ……… April 2012 – March 2013
1 STAFFING
Public Library Authority
-
……….
Hours per week - …… hours on site - …… hours on site
hours
Charges per hour - £ (will be reviewed annually)
Total - £
2 FURNITURE/EQUIPMENT
Shelving Carpets
Computer Services Other
3 CAPITATION
£ (2011/12 figure)
4 OTHER(S)
Subscription for required - £ reference stock
Notes
1 Any annual increase in staffing costs will reflect pay awards and exceptional inflationary elements and be expressed in an increase on the hourly rate.
2 The capitation figure is an amount of money that is allocated annually by the establishment for the provision of the service (other than staffing). It is usually reflected in the book fund allocation to the establishment, for the current financial year, made by the local authority.
4 Costs relating to furniture and equipment need to be identified:
(a) as part of the general refurbishment programme for the establishment, especially where relocation is introduced
(b) where there are external influences, e.g. information technology and computer uses in accessing information, which the establishment wishes to introduce. These will have both capital and revenue implications.
5 Subscriptions - there is a requirement to make certain mandatory reference materials available to prisoners. Equally where there are identifiable ethnic minorities, provision of mother tongue material must be made. Both of these provisions have a cost, and the Governor and PLA will agree where these costs will be met.
Annex D
Staffing requirements for Library service at HMP/YOI ………… April 2012 – March 2013
The following staff will be provided each week to work in the library:
-Library opening hours per week ..…… hours
Grade Hours
Library Manager …….. hours (provided by PLA)
Library Assist …….. hours (provided by PLA)
Prison Officer …….. hours (provided by Establishment)
Orderly …….. hours (provided by Establishment)
NOTE: The Specification for Prison Libraries recommends (as a minimum provision) the following number of hours per staff per week:
-Prison population Library Managerhours per week Library Assistanthours per week
<200 16 16
201-300 22 24
301-450 31 36
451-550 37 44
551-700 37 56
701-850 37 68
Annex E
HMP/YOI ………
ESTABLISHMENT PROFILE
BACKGROUND HISTORY
HMP/YOI ………. was opened in …………...
The prison is situated ………...
ROLE OF HMP/YOI ………...
HMP/YOI ……… strives to ………...
POPULATION
The prison has an operational capacity of ………. and generally accommodates about 250-280
Upon arrival offenders are allocated to the ………… where they complete an induction programme. Following this …………..
EMPLOYMENT AND ACTIVITIES
Employment opportunities at HMP/YOI …………:
……… ………
Learning and skills opportunities include:
………....
Education Timetable
There is full employment at HMP/YOI ………… and a high participation in education which varies from between % of the population.
A range of Offending Behaviour Programmes are run at HMP/YOI ………. Including
Other activities to support rehabilitation and resettlement include………..
STAFF
HMP/YOI ……..… has ………… directly employed staff. The PCT employ approx …… staff working in Health Care and a similar number are employed by …… for provision of learning and skills through the OLASS contract / direct contract.
Other contractor and seconded staff include………..
ETHNIC MINORITY POPULATION
Annex F
……….…… COUNCIL ………..……….. DEPARTMENT
SERVICE TO HMP/YOI ……….
1 AIMS AND OBJECTIVES
1.1 The Mission
The mission of the Council is to
1.2 Objectives
The Council …… Department aims to contribute to the achievement of that mission
by:-(a) …………. (b) ………….
1.3 The ……….. Section is responsible for the provision of library services to
penal establishments. Its mission statement is
to:-2 MANAGEMENT
The Library Management Committee and the Library Annual Policy Meeting will take place as set out in Annex B (items 14 and 15).
3 STAFFING
3.1 Staffing will be provided to fulfil the requirements of the Library service, as agreed between the PLA and Establishment.
3.2 The prison library will be run by a team involving………...
3.3 Conditions of service and salary scales for the PLA library staff will relate to those of the Council ……… staff in general.
3.4 A Library Manager will be in attendance for …… hours per week.
Alterations in working hours or library access caused by occasional changes in the establishment regime beyond the control of the PLA library staff will be deemed to be the responsibility of the establishment.
4 ACCESS
4.1 The agreed service provides for all prisoners to have access to the Library at least once every …. week(s), for a minimum of 30 minutes per visit.
5 STOCK
5.1 The Library will stock a minimum ………... volumes, as laid down in the Prison Libraries Specification, November 2010.
5.2 The PLA staff will be responsible for the selection and purchase of stock according to the establishment profile, and reader surveys. The stock will be delivered fully serviced.
5.3 The budget for the purchase of periodicals will be agreed with the Establishment. Requests for journal articles will be handled through the ………..
5.4 Items specified as mandatory and any subsequent amendments will be made available in the library and supplied by the Prison Service Agency or purchased by ……… as appropriate.
5.5 The Library Manager will undertake to create and maintain community information files and will liaise with other information providers (such as resettlement department staff) within the establishment.
5.6 The Library Manager will provide materials for prisoners with special needs, eg ethnic minorities, the partially sighted or blind, the educationally disadvantaged and those whose first language is not English.
5.7 Prisoner requests for books not available in the Prison Library stock will be subject to agreement from the Governor if appropriate, and then sourced through the ……….……
5.8 The Library Manager will reserve the right on behalf of HMP/YOI ……… to refuse donations when appropriate, in consultation with the prison. Items will be treated as part of the prison library stock. They will be accessioned and may be subject to withdrawal or transfer to another establishment when appropriate.
5.10 In general terms the Library should provide any materials that might normally be found on the shelves of a public library. Restrictions on prisoners’ reading
materials should be minimal within the constraints required to foster good order and control in a custodial situation. (see Annex A, item 16).
5.11 Library stationery will be supplied as standard Council stock. Items which have been designed for use within the establishment should be generated on site.
6 STOCK CONTROL
6.1 The Library Manager will be responsible for overseeing the training of the Prisoner Orderlies in the issue and discharge of stock. The Library Manager will be responsible for the day to day supervision of the issue routines.
6.3 Prisoners may borrow up to ….. books at a time along with spoken word materials. Books will be issued for a …… week period.
6.4 Once items are overdue the Library Manager will be responsible for pursuing items which remain outstanding and for taking disciplinary action if required. The Establishment will advise of appropriate routes for recovery and discipline.
6.5 The PLA staff should receive notification of prisoner transfers or discharges. The Library Manager will be responsible for retrieving books on loan to an prisoner before he / she is moved whenever possible, with support of the Establishment.
7 PROMOTION
7.1 An information leaflet, and where practical (in liaison with the Establishment) a talk about and visit to the library, should be provided for all new prisoners as part of the Induction process.
7.2 Other devices promoting the resources available in the library should be used as appropriate.
8 COMPUTERISATION
8.1 The Library Manager will need IT to access the PLA system and library catalogue. This will be facilitated by the Establishment with costs met by the Governor. Any further IT developments will be the subject of separate negotiations and permissions from the Governor.
8.2 Library staff and prisoner library orderlies will be able to access Libraries IT systems as required. NB Any such IT access must be agreed with the establishment.
8.3 Prisoners must not be allowed access to web-based services, such as the internet and email. The Library Manager is responsible for ensuring that IT systems in the Library are secured and can not be accessed inappropriately. Where stand alone computers are provided for study purposes or where Virtual
Campus is delivered the Establishment will provide advice as to security and
management arrangements. The Virtual Campus will be provided (where available within libraries) through the local OLASS provider and will be jointly managed with the establishment. Library staff may also access the Virtual Campus and register for user accounts. All web access must be approved through MoJ IT Security or for additional web based VC Access through the appropriate content strand lead identified by the OLASS provider. This will then be dealt with through the VC Change Management Process. More details on Virtual Campus are available through OESS.
Annex G
GUIDELINES ON THE PROCEDURES FOR THE RECRUITMENT AND SELECTION OF PLA STAFF IN PRISON SERVICE ESTABLISHMENTS
1 Staff Appointments
1.1 Appointment of staff should be by a Board that includes representatives from the PLA, and Establishment. PLA staff will be concerned with professional issues, whereas the Governor will be looking at the operational implications of the appointments.
1.2 The PLA and Establishment will agree on the number and grade of staff to be appointed, according to the Service required as outlined in Annexes A and C, and detailed in Annex D.
1.3 The job description and person specification should be drawn up by the PLA and the Establishment. Care must be taken to ensure that the job description reflects the specific needs of the role and complies with all legal requirements.
1.4. The PLA will place the advertisement, respond to queries, and receive applications. Arrangements should be made to record the ethnic group of applicants where such arrangements do not already exist within the PLA.
1.5 Short listing will be undertaken by the Board. A record must be kept of reasons for non selection.
1.6 References will be requested and used in accordance with the usual PLA procedures.
1.7 Administrative arrangements for interview and/or other selection methods will be undertaken by the PLA in consultation with the Establishment.
1.8 PLAs may wish to follow their own selection procedures at this stage. However, all parties to the selection process should be fully informed of, and agree to, the strategies to be adopted. They may also need to give consideration to the following issues: the use of personal files; individuals' right of access, and confidentiality; and training for interviewing panels, eg in relation to the requirements of the Race Relations Act.
1.9 In terms of interview procedure, it is recommended that the following should
occur:-(i) All interviews should
include:-A prison establishment tour
A tour of the PLA linked library (if appropriate) Thorough assessment measures
(ii) Panel interviews should take place at a place agreed between the PLA and the Establishment
(iii) Panels should be chaired by the PLA representative
(iv) A rank order of candidates according to suitability should be agreed, with the reasons for decision in the form linked to the person's specification
(vi) Unsuccessful candidates should be offered the opportunity to receive feedback as to their performance during the selection process
1.10 Follow up administration will be handled by the PLA.
2 Information for Staff
2.1 All staff must have an induction, which will be arranged by the PLA and Establishment. The Induction must include a Security talk, Prison Awareness information, Health and Safety information, and a tour. Staff should also be advised of names of, and meet key Managers, and be given the opportunity to have any questions or concerns addressed.
2.2 Staff must be advised that they are required to comply with Prison Service Orders and Instructions in their daily work, and where to find them. Staff must be made aware that they may be excluded from the Establishment if there is evidence, or clear suspicion, of wrongdoing. This should be explained fully before appointment, in appointment letters, and in Induction.
2.3 The Governor will endeavour to advise the PLA of any such evidence or suspicion, and intention to exclude, in advance. He / she will also divulge that evidence wherever possible. However, the PLA will understand that security considerations will mean this is not always possible.
Annex H
The following sample job description may include roles that are suited to a Group manager (for example, where a PLA has responsibility for more than one establishment); for a main Establishment Library Manager; or for a support worker / Library Assist. The list is neither complete nor exhaustive and may involve other duties and responsibilities appropriate to the post.
PLA Library Staff Sample Job Description
Job Title: Group Manager / Librarian / Library Manager / Support Worker /Library Assistant
Post No: Grade:
Criminal Records Disclosure Required: Yes Disclosure Level: Enhanced
BureauLocation: Prisons Group
Hours:
Car User Status: Casual Telephone Status: N/A
Responsible to:
Responsible for: Operational management and delivery of cultural services to HMP(s)
………..
MAIN DUTIES AND RESPONSIBILITIES
RESPONSIBLE FOR: Prison Library Services team and the management and delivery of
an effective library service to HMP/YOI ……….
1 Management, development and promotion of the library and information service to the establishment(s).
2 Devise and operate effective marketing programmes for the prison library(s).
3 Management, training, deployment and supervision of the Prison Library Team, Prison Officer Library Staff and Prison Orderlies.
4 Devise and implement effective administration systems to facilitate efficient day-to-day operations.
5 Management of expenditure within the prison library budget and monitoring and recording of statistics leading to the production of an annual report for the establishment(s).
7 Manage and provide an effective enquiry, advisory and information service to prisoners drawing on external sources of supply as necessary.
8 Organise and participate in Prison Library Management meetings liaising with appropriate prison service and professional library staff and represent the PLA / Establishment by attending appropriate conferences and training exercises when necessary.
9 Monitor the service and ensure compliance with Prison Service Instruction on Libraries, and the Service Level Agreements for the establishment(s).
10 Support the recruitment and selection of library staff in accordance with the County Council Recruitment and Selection Policy and HMPS requirements, and ensure staff are conversant with all security, Health and Safety, and other codes of practice within the establishments.
11 Recognise and fulfil the needs of minority and disadvantaged groups within the prison population, including minority ethnic groups, foreign national prisoners, those with visual impairments and those with reading difficulties.
12 Assist prisoners’ resettlement needs by liaising with the resettlement / reducing re-offending team within the establishment and sourcing suitable and appropriate local or relevant information.
13 Ensure delivery of the full programme of library duties including, stock provision, records management and inducting prisoners and staff with information about library services when necessary.
14 Market and promote the Library service to the prison community.
15 Arrange and deliver basic training and qualification attainment of prison library officers and inmate orderlies where required.
A
NNEX D
Equality Impact
Assessment
HQ policy
Equality Impact Assessment –
Policy
Prison Library Service
Policy lead Sharon Barrett
Group Offender Employment Skills and Services Group
Directorate Directorate of Commissioning and Commercial
What is an Equality Impact Assessment (EIA)?...2
Your Equalities team...2
The EIA process...2
Stage 1 – initial screening...2
Aims... 2
Effects...2
Evidence...2
Stakeholders and feedback...2
Impact...2
Local discretion...2
Summary of relevance to equalities issues...2
Monitoring and review arrangements...2
Stage 2 – full Equality Impact Assessment...2
Summary of issues identified during initial screening...2
Management and monitoring...2
Evidence...2
Consultation...2
Discussion...2
Conclusion...2
Action plan...2
Publication...2
What is an Equality Impact Assessment (EIA)?
An EIA is a systematic appraisal of the (actual or potential) effects of a function or policy on different groups of people. It is conducted to ensure compliance with public duties on equality issues (which in some areas go beyond a requirement to eliminate discrimination and encompass a duty to promote equality), but more importantly to ensure effective policy making that meets the needs of all groups.
Like all other public bodies, the National Offender Management Service is required by law to conduct impact assessments of all functions and policies that are considered relevant to the public duties and to publish the results.
An Equality Impact Assessment must be completed when developing a new function, policy or practice, or when revising an existing one.
In this context a function is any activity of the Prison Service, a policy is any prescription about how such a function is carried out, for instance an order, instruction or manual, and a practice is the way in which something is done, including key decisions and common practice in areas not covered by formal policy.
If you are completing this document as part of the OPG process, you must complete and return it together with the final Business case for OPG approval and publication alongside the PC/PSI/PSO.
Your Equalities team
It is important that all policies are informed by the knowledge of the impact of equalities issues accumulated across the organisation. Early in the policy development process, and before commencing the EIA, please contact the relevant equalities team to discuss the issues arising in your policy area.
HR issues – Staff Diversity and Equality Team – 020 7217 6090 or [email protected]
Service delivery issues relating to gender and younger offenders – Women and Young People’s Group – 020 7217 5048 or [email protected]
All other service delivery issues – Race and Equalities Action Group – 020 7217 2521 or [email protected]
The EIA process
The EIA has been constructed as a two-stage process in order to reduce the amount of work involved where a policy proves not to be relevant to any of the equalities issues.
The initial screening tool should be completed in all cases, but duplication of material between it and the full EIA should be avoided. For instance, where relevance to an equalities issue is self-evident or quickly identified this can be briefly noted on the initial screening and detailed consideration of that issue reserved for the full EIA.
Further guidance on this will be given by the relevant equalities team.
Stage 1 – initial screening
The first stage of conducting an EIA is to screen the policy to determine its relevance to the various
equalities issues. This will indicate whether or not a full impact assessment is requi
