N.S.W. DEPT. OF CORRECTIVE SERVICES

NEW SOUTH WALES

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DEPARTMENT OF CORRECTIVE SERVICES

N.S.W. DEPT. OF CORRECTIVE SERVICES

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LIBRARY

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TABLE OF CONTENTS

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1. Background 1

2. What is Case Management? 1

3. Description of Case Management Profile 1 - 3

4. Contact Screening, Referral and Induction Program 3

5. Case Interviews 4

6. Case Notes 5

7. Procedures 5-7

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N.S.W. DEPT. OF CORRECTIVE SERVICES

CASE MANAGEMENT

1.

BACKGROUND

The Department is currently in the process of introducing the concept

of Area Management in correctional centres throughout the State.

Integral to the implementation of Area Management is the case

management of inmates within correctional centres. A 'Case

Management Profile' (CMP) which combines the case management

file with the classification file has been developed to facilitate the Case

Management of inmates.

Critical to the concept of case management is the Contact Screening, Referral and Induction Program developed to more effectively manage new offenders received at correctional centres. The aim of this Program is to reduce crisis behaviour and provide timely information to staff

who are responsible for managing inmates received directly from Police and Court. An essential part of the process is the establishment of a 'Case Management Profile' for each new reception. The information obtained during this process will also be used for classification and program purposes.

The Contact Screening, Referral and Induction Program commenced operation at the Reception and Industrial Centre (Long Bay) on the 18th June, 1993. After a trial period of three months, the Program will be implemented at all correctional centres which receive inmates directly from Police or Court.

2. WHAT IS CASE MANAGEMENT?

Case management is a personalised interactive approach to the management of offenders in custody. Essential to this concept is a high degree of positive interaction between staff and inmates, designed to develop attitudes and skills needed by the· inmate for successful reintegration into the community.

Officers below the rank of Assistant Superintendent will be designated Case Officers and will be accountable for monitoring and documenting inmate behaviour. Case management requires officers to closely manage inmates under their care, taking particular note of individual needs. Through the provision of relevant programs and individual counselling, inmates will be assisted in adjusting to the reality of their sentence and 'in forming goals for the future.

Under Case management an inmate's progress through the system is extensively and methodically documented. co:..ordination and oversight of all aspects of the inmate's progress by respective Case Officers enables a total picture of the individual to be developed and

remedial or sUpportive action to be taken as necessary. ·

3. DESCRIPTION OF CASE MANAGEMENT PROFILE

The CMP is divided into two sections. The first section will contain information relating to classification and placement. The second section will contain information relating to case management. 3.1. Section 1 - Classification and Placement

This section will contain information relating to Classification, Program Review, Day Leave/Weekend Leave, External Education Pro.grams, Industrial Training, etc.

3.2. Section 2 - Case Management

This sectiofl of the file contains nine separate segments which are described below:

3.2.1. Reception - Contact Screening, Referral and Induction The information contained in this segment will be obtained by Reception and Induction staff during interviews with inmates received from Police and Court. The information will include identification, details of mental state, suicidal history if applicable, welfare and psychological needs etc.

3.2.2. Attention

This segment will provide essential information relating to the inmate's health, protection, segregation, potential for self harm, aggressive/ assaultive behaviour, previous escapes etc.

3.2.3. Referrals (Multi-Disciplinary)

This segment will contain referrals made by Centre staff, either on initial contact sCreening or during the case management process. Thesereferralsmaybygeneratedbynon-uniformedoruniformed staff, within a particular Centre or to a Centre of transfer. 3.2.4. Case Allocation Sheets/Case Management Check List

The Case Allocation Sheet will contain a record of the names of each Case Officer to whom the inmate has been assigned. This record will be completed by the Case Management Supervisor at each correctional centre.

The Case Management Check-List contained in this segment is to be completed by the inmate as soon as practicable· following arrival at the Centre of classification. This list will assist in the development of a case plan and help monitor the progress of an inmate whilst in custody.

3.2.5. Case Plan Classification Program Pathway

The document contained in this segment is to record realistic objectives in terms of employment, education, drug and alcohol

programs, leisure-time activities and a healthy lifestyle. It will

also list tasks I action and time frames necessary to achieve required

outcomes.

3.2.6. Inmate Management - Running Sheets

Inmate running sheets are used to record both positive and negative inmate behaviour, e.g. positive behaviour such as volunteer work; minor breaches of discipline not requiring misconduct reports, e.g. talking on muster, dirty cell, warnings etc. The running sheet will provide an accurate picture of an inmates day to day behaviour in a Centre and form an essential part of the documentation required for the purpose of program review, crisis intervention and dealing with instances of inmate misconduct. Running sheets will be kept separate to the CMP at a location which provides easy access for sta,ff to record relevant information. The running sheet Will be included in the CMP file on completion of the sheet and prior to the transfer of an inmate to another Centre.

3.2.7 Case Notes

Case Notes are the means by which contact between the Case

Officer and the inmate is recorded in the CMP file. This contact may occur through formal interviews or day to day interaction.

Information relating to the management of an inmate, including

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problems, crisis intervention, and any other matters considered W

relevant by the Case Officer, should be recorded in this segment. ]

3.2.8 Case Reviews

Case Officers will be required to formally review and summarise the progress of inmates on the their case load on a monthly basis. Information relevant to each inmate's progress is recorded in this

segment.

3.2.9 Statutory/Official Reports

This segment will contain reports required by statutory authorities,

e.g., O.R.B./S.O.R.B, Courts etc. and official bodies suchasP.R.C./ Classification, Parole, etc.

4. CONTACT SCREENING, REFERRAL AND

INDUCTION PROGRAM

Inmates received from Police and Court will be required to participate in the Contact Screening, Referral and Induction Program conducted by Inmate Development Staff. This Program provides the basis for the creation of the CMP for inmates. The CMP will contain referrals, observations, assessments, program recommendations and relevant

case notes from members of the induction team. It is essential that

information relating to an inmate's mental/psychological state, any history of self harm, assaultive behaviour and/ or drug and alcohol problems is obtained during this process and communicated to custodial staff who have the responsibility for managing the inmate, i.e., Area Managers, Case Management Supervisors and Accommodation Unit staff.

N.S.W. DEPT. OF GOHRECTIVE SERVICES

LIBFlARY

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5. CASE INTERVIEWS

s.t.tst Interview- The Case Officer will check information recorded in the CMP and interview the inmate as soon as possible after arrival at the Centre.

5.1.1. Information provided to each inmate by the Case Officer

during this initial interview will include:

brief explanation of case management and the role of Case Officer;

the purpose of the CMP and the confidentiality of information; expectations regarding interaction and participation;

rules and procedures pertaining to the Correctional Centre/ accommodation units; the disciplinary process.- hand-up brief on inmate misconduct; and

the roles, identities, locations and availability of all relevant staff.

5.1.2. The Case Officer will obtain information from inmates

regarding immediate needs.

5.1.3. Request inmate to complete yellow checklist. Explore

and clarify any questions regarding the checklist. Note: Inmates to complete this checklist in the presence of the

Case Officer. In some instances it may be necessary for

the Case Officer to complete the checklist in the inmate's presence by means of questioning. This will eventually assist in measuring the inmate's progress during the monthly reviews.

5.1.4. Case Officers will assist illiterate inmates with the

completion of the checklist and initiate action to enrol the inmate in the Centre's literacy program.

5.1.5. Where necessary, Case Officers will provide interpreter

services for non english speaking (N.E.S.B) inmates. Where possible interpreters· should be drawn from Deparhnental staff who are members of the Community Language Allowance Scheme (C.L.A.S.)

5.2. 2nd Interview- Explore issues related to work, education,. welfare, leisure time activities, drug& alcohol problems, etc. and assist the inmate to develop a Ca:se plan which matches the needs of the inmate with the resources of the Correctional Centre.

5.3. Monthly Case Reviews- The Case Officer will formally interview each inmate who is assigned to their case load on a monthly basis to review progress in relation to the ccise plan. The Case Review Form must be completed by the officer during or immediately after this interview.

5.4. Crisis Intervention and Referrals- Crisis situations, referrals or difficulties confronting inmates may call for more frequent interaction and follow up by the Case Officer. Examples of this are: inmates with a history of self harm, aggressive and/ or violent behaviour, inmates with special needs.

6. CASE NOTES

6.1. Case notes are defined in Section 3.2.7. and are mainly derived from case interviews described in Section 5.

6.1.1. Additionally,relevantinformationarisingfrominformal

interaction should also be documented and appropriately followed up at formal interviews.

6.2. Information in the case file wi11 primarily be used as a working reference by correctional staff for:

development and implementatiOn of case plan;

program review I classification

crisis intervention

compilation of reports for statutory I official

requirements 6.3. Content of case notes

cover:-D what was discussed:

initiated by officer.(eg. progress review)

initiated by inmate (eg. problem areas, family, D&Aetc.)

D observations:

inmate's attitude, reactions, appearance follow-up action where appropriate

NOTE: It is essential for Case Officers to maintain their objectivity

when recording information or compiling reports on the inmate.

7. PROCEDURES

Inordertoensureunifonnityof approach, proper use and maintenance of the CMP, the following procedures will apply:

7.1. Security of Files- As the CMP contains information of a highly confidential nature, the security of the file is paramount.

7.1.1. The CMP must be stored and locked in a secured area,

accessible to designated Area staff, i.e. Area Manager, Case Management Supervisor and Case Officer.

7.1.2. Under no circumstances are inmates to have access to

CMPfiles.

7 .1.3. Staff receiving CMP files in areas where inmates work/

live such as Reception Room, accommodation units etc, are to pay particular attention to the security of these

files. ·

7.2. Responsibility for Case Management Profiles

7.2.1. The CMP will be the responsibility of the Area Manager

who may delegate this responsibility to the Case Management Supervisor.

7.2.2.

a. maintaining the active status of the CMP in

conjunction with the Case Officer including monitoring progress, reviews, follow-up action, referrals, etc.

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b. obtaining relevant information from previous

case management and current classification files for amalgamation with the new CMP, in conjunction with the Inmate Classification and

Placement Branch, Long Bay as per Section 7 .3.3.

7.2.3. In correctional centres where case management is not yet

in place the P.R.C. Clerk will assume responsibility for the CMP includingmaintainingsecuritf, confidentiality and the active status of the classification section of the file. Following the implementation of case management, the Area Manager will assume responsibility for the

CMP.

7.3. New Receptions

7.3.1. All new receptions from Police/Court will participate in

a Screening, Induction and Referral Program, immediately on arrival at the Centre.

7 .3.2. The Area Manager must ensure that a CMP is created for

each new reception.

7.3.3. In the event that an inmate received from Police/Court

has had a CMP established during a previous incarceration, the Case Management Supervisor will request a discharge summary which will contain information relevant to the inmate's future management from the Inmate Classification and Placement Branch at Long Bay.

7.3.4 Should the Case Management Supervisor believe that

more information is required, the CMP may be retrieved from the central repository located in the Inmate Classification and Placement Branch at Long Bay. Any information required from the previous file is to be photocopied and placed in the new CMP. The previous volume of the CMP must be returned intact to the central repository.

NOTE: A Case Management Profile will not be established for Fine

Defaulters or Periodic Detainees as they will not be case managed.

7.4. Transfer of Inmates Centre to Centre.

7.4.1. When inmates are received from other Correctional

Centres, the receiving officer will examine the CMP with particular emphasis on the Attention and Referral segments of the file.

7.4.2. Information in the Attention and Referral segments must

be acknowledged by the receiving officer and referred to relevant personnel, i.e., Area Manager, Case Management Supervisor, Psychologist, Education Officer, Welfare Officer, Drug& Alcohol Worker, Parole, etc. Completed referral forms must be returned to the Case Management Supervisors for placement on file.

7 .5. Case Load Allocation

7 .5.1. The Case Management Supervisor will assign inmates to

an officer's case load as soon as practical after reception. 7.6. File Movement

7.6.1. ThereceivingofficerwillensurethattheCMPisforwarded

as soon as possible to custodial staff who have direct responsibility for the management of the inmate.

7 .6.2. The Area Manager will ensure that the CMP accompanies

the inmate on transfer from one Centre to another.

7.6.3. When an inmate is released from custody the Case

Management Supervisor will ensure that a discharge summary, which will contain information relevant to any future incarceration of the inmate, is completed and the CMP returned to the Inmate Classification and Placement Branch at Long Bay via the Transport Unit (yellow bag). This will ensure that file/information retrieval can be facilitated expeditiously as required. 7.7. Program Review Committees

7.7.1. The Case Management Supervisor

is

chair the Correctional Centre1

s Program Review Committee.

7.7.2. The Case Management Supervisor will ensure that the

CMP is made available to all members of the Program ReviewCommitteeoneachProgramReviewofaninmate within the Centre.