Short Sentence Function

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Short Sentence Function

From June 2022, regions will start to introduce Short Sentence Functions (SSF). These will provide an enhanced, prompt, and responsive service to adults, including women, serving short sentences (of ten months or less) to sustain any existing community-based services such as accommodation, engagement with substance misuse services, tenancy agreements and bank accounts.

Community Offender managers will manage the case, with support provided by a Probation Offender Manager (POM), (This is applicable to legacy NPS cases only – legacy CRC cases will continue to be managed by the prison until 12 weeks pre-release until OMiC levels up). I will play a vital role in supporting the SSF by;

  • Working with those on remand, sustaining community ties, where possible, and starting the plan for release. This will ensure a better connection with a hard to reach/engage group with high levels of recidivism.
  • Completing identification of immediate resettlement needs – via Basic Custody Screening Tool (BCST)
  • Sustaining services already in place – e.g., supporting access to DWP to claim housing benefit, support contacting landlords to inform them that their tenant is in custody and potential release dates, support in contacting substance misuse providers in community to sustain engagement, including those unconvicted.
  • Supporting people in prison held out of area to maintain contact with their Probation Practitioners.

If I work in a women’s prison, will be responsible for delivering short sentence support work for women, and will provide the link between the woman in prison and her COM as well as the Commissioned Resettlement Service provider in her home area.

My Region will implement this enhanced service as and when staffing allows and my line manager will communicate our local model, and how we will be expected to support. My focus, on improving engagement with this cohort, should help address the above average probability than the general prison population, of this cohorts’ likelihood of committing further offences or be recalled. I will need to familiarise myself with the guidance on SSF which is located within the Pre-release guidance document

Relevant to

These changes taking place in March will apply to the following roles:

  • Pre-release Manager
  • Pre-release Administrating Officer

Drug testing People on Probation on a Drug Rehabilitation Requirement for CAs

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Drug testing People on Probation on a Drug Rehabilitation Requirement

As of February 2023, in addition to the ability to drug test people released on license, Practitioners will now have the ability to test those with a Drug Rehabilitation Requirement (DRR). Previously, availability was inconsistent across regions however additional funding from the 2021 spending review, aims to ensure that access to drug testing for those with a DRRs is equitable. 

Supporting guidance will be issued, and my SPO will communicate their expectations on testing, which will depend on our resource and capability. 

They will carry out the tests during standard probation supervision appointments using a back-to-lab test kit and will receive results back 72 hours after the Lab receives the sample in the post. 

There are two elements to a test that can be carried out, an initial screening which will generally be sufficient for supervision purposes but if necessary for legal purposes an additional confirmatory test will be needed. Staff should only carry out a confirmatory test for legal purposes. On the form accompanying a sample staff must ensure they indicate that the test is a for a person with a DRR.  

The process for ordering tests remains the same as for ordering kits for testing on license, however a new cost code will need to be entered for tests allocated to DRRs. My Corporate Services Team have been briefed and will inform us of the new code and full details of how to procure are on a procurement bulletin. 

Relevant to

  • Probation Officer
  • Probation Services Officer
  • Senior Probation Officer
  • Case Administrator

Drug testing People on Probation on a Drug Rehabilitation Requirement for SPOs

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Drug testing People on Probation on a Drug Rehabilitation Requirement

As of February 2023, Practitioners will have the ability to drug test People on Probation with a Drug Rehabilitation Requirement (DRR).  

They will carry out the tests during standard probation supervision appointments using a back-to-lab test kit and will receive results back 72 hours after the Lab receives the sample in the post. 

There are two elements to a test that can be carried out, an initial screening which will generally be sufficient for supervision purposes but if necessary for legal purposes an additional confirmatory test will be needed. Staff should only carry out a confirmatory test for legal purposes and I may need to monitor this. On the form accompanying a sample staff must ensure they indicate that the test is a for a person with a DRR.  

Staff will need to use their professional judgement in terms of a response to any positive drug tests as positive drug test results alone should not be used to breach people, rather it is their overall behaviour and risk to the public that needs to be taken into consideration. This decision may be something that myself and a member of my team would discuss. 

The process for ordering tests remains the same as for ordering kits for testing on license, however a new cost code will need to be entered for tests allocated to DRRs. My Corporate Services Team have been briefed and will inform us of the new code and full details of how to procure are on a procurement bulletin, however I should also brief my administrators or team members responsible for ordering the tests. 

My team can access the online training currently available for drug testing in the community, and these sessions will increase in frequency from February.  

Relevant to

  • Probation Officer
  • Probation Services Officer
  • Senior Probation Officer
  • Case Administrator

Drug testing People on Probation on a Drug Rehabilitation Requirement

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Drug testing People on Probation on a Drug Rehabilitation Requirement

As a practitioner, I am currently able to drug test people released on license however, testing for people on DRRs was inconsistently available across all regions.​ As of February 2023, I will have the ability to drug test People on Probation with a Drug Rehabilitation Requirement (DRR).  

 I will carry out the tests during their standard probation supervision appointments using a back-to-lab test kit and I will receive results back 72 hours after the Lab receives the sample in the post. 

There are two elements to a test that I can carry out, an initial screening which will generally be sufficient for supervision purposes but if necessary for legal purposes an additional confirmatory test will be needed. I should only carry out a confirmatory test for such purposes. On the form accompanying a sample I must ensure that I indicate that the test is a for a person with a DRR.  

I will use my professional judgement in terms of a response to any positive drug tests as positive drug test results alone should not be used to breach people rather it is their overall behaviour and risk to the public that needs to be taken into consideration. 

As I now have testing available for People on Probation with a DRR this helps ensure that access to drug testing is equitable. I will have access to supporting guidance, and my region will communicate their expectations on testing, which will depend on our resource and capability.​ 

I can access the online training currently available for drug testing in the community, and these sessions will increase in frequency from February.  

The process for ordering tests remains the same as for ordering kits for testing on license, however a new cost code will need to be entered for tests allocated to DRRs. Local arrangements will be made for the ordering of kits and for the entering of results on Delius 

Relevant to

  • Probation Officer
  • Probation Services Officer
  • Senior Probation Officer
  • Case Administrator

Resettlement guidance

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Resettlement leaflet and guidance booklet

A resettlement leaflet and guidance booklet are now available. They have been developed to:

  • support people leaving prison to prepare for release
  • reduce anxiety relating to the transition back into the community
  • promote self-learning and engagement in purposeful activity
  • support practitioners in delivering pre-release activity

They are national resources and should be used to supplement rather than replace existing regional or local products.

A guidance document is also available to help pre-release staff understand:

  • the purpose of the resettlement leaflet and guidance booklet
  • who they are designed for
  • when to use them
  • how to make them available

Documents

Resettlement Leaflet

Resettlement Guidance Booklet

Guidance for Staff – Resettlement leaflet and booklet

The content of these pages, covers our national approach. Please speak with your manager and refer to local communications for information on delivery of services in your region.

Resettlement leaflet

The resettlement leaflet is aimed at

  • people leaving prison who have not had the opportunity to engage with pre-release activity
  • people who are leaving prisons who may not have access to a probation practitioner to support their release planning.
  • people released from court
  • people on remand (also for civil prisoners).

It includes:

  • hints and tips
  • contact details for national support services based around the 7 Pathways

Resettlement guidance booklet

This is mainly a resource tool for pre-release staff and can be used during interviews with prisoners.

It is intended that copies should be made available in prison libraries and reception areas to enable prisoners to read it.

It includes:

  • advice and tips to support people who are working with probation and prison staff planning for their release.
  • chapters are based round the 7 Pathways
  • contact details for national support services following release

Probation supervision in relation to the leaflet and guidance

The information provided in the leaflet & guidance booklet represents some of the support services available to everyone in the community, however people subject to probation supervision, should after discussing their needs with their probation worker, have a referral made to a specific probation funded service in their area, who can provide more individual support

How to get printed copies

Printed versions of the leaflet and guidance booklet can be ordered on the PSPI Storefront. Please speak to the prison stores manager or administration lead with access to Storefront, who will be able to order the leaflet and booklet for you.  http://pspistore.com

  • Use code OPS_BF050 for the leaflet
  • Use code OPS_BFO51 for the guidance booklet

Further information

Contact anthony.lowes@justice.gov.uk

Practitioner Dashboard for Case Administrators (incl UPW case admin)

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Practitioner Dashboard for Case Administrators (incl UPW case admin)

From 16th January, the first in a series of dashboards designed to support practitioners in their day-to-day work will be introduced and my region will communicate to me as to when I will start using them.

The Practitioner Dashboard will give me a clear and succinct visual overview of their workload, with the ability to see case detail instantly. Not only will this help them to plan and feel better in control of their workload, help to identify activity at risk of backlog and enable data informed discussions with my SPO, but it will also be a useful tool for me to view my team’s activity in one place. The Practitioner Dashboard & Action Tracker has been designed by my colleagues in probation regions with decades of experience, with the content driven by my P&Q Team.

I can view my team’s upcoming and outstanding ISPs, Part Bs, POM to COM handovers, Unpaid Work starts, Accredited Programme starts, cases with no next appointment, cases potentially requiring breach and more, all in one place. I can also see the number of RAR days remaining, and any activity already completed/scheduled for a RAR.

If I support colleagues in unpaid work:  I can view my team’s upcoming and outstanding initial appointments, ISPs; protected characteristics monitoring; accommodation & employment status; UPW starts, assessments and reviews; incomplete outcome; enforcement; outstanding breaches; and terminations, in one place.

As well as showing me the number of upcoming tasks due for completion, I can quickly and easily see which case it relates to, simply by hovering my curser over the part of the dashboard I am interested in. It will tell me the Person on Probation’s name, CRN and other key details, such as target date or type of assessment required, etc. If I want to see a full, detailed list, I can click on the section I want to see and select ‘view data’. My SPO and PDU Heads will also have the ability to view my team and PDU workload, driving better discussions around workload data across my region. Access to each team member’s dashboard will support our move to the POD model and help manage activity when colleagues are absent.

I can access the Practitioner Dashboards via MS Teams, and can find the full instructions here   Document – How to access and use Power BI or Video – How to access and use Power BI

To learn how to navigate and get the best out of my Dashboard, I can watch these videos, which walk me though each section in more detail; Video – How to use the Practitioner Dashboard & Action Tracker. Alternatively I can access support in a word document Document – How to use the Practitioner Dashboard & Action Tracker

If I need support using or accessing the dashboard, I can contact my regional P&Q team. Officer diaries will still be available to use, however the dashboard has enhanced features and gives a clearer overview of my workload.

Relevant to

  • SPO
  • PO/PSO
  • UPW Manager
  • UPW PSO
  • UPW Case Admin

Related links

Practitioner Dashboard for UPW Operations Manager

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Practitioner Dashboard for UPW Operations Manager

From 16th January, the first in a series of dashboards designed to support me and my team in our day-to-day work will be introduced and my region will communicate to me as to when I will start using them.

The Practitioner Dashboard will give me a clear and succinct visual overview of my team’s workload, with the ability to see case detail instantly. Having everything in one place, will not only help me to identify activity at risk of backlog, but it will also enable data informed discussions around workload with my practitioners and empower them to own and manage their workload in a way that gives control and reassurance. It will also enable me to be a data-driven leader in conversations with PDU Heads and staff around workloads.

The Practitioner Dashboard & Action Tracker has been designed by my colleagues in probation regions with decades of experience, with the content driven by my P&Q Team. I can view my team’s upcoming and outstanding initial appointments, ISPs; protected characteristics monitoring; accommodation & employment status; UPW starts, assessments and reviews; incomplete outcome; enforcement; outstanding breaches; and terminations, in one place. I can access the Practitioner Dashboards via MS Teams, and can find the full instructions here   Document – How to access and use Power BI or Video – How to access and use Power BI

To learn how to navigate and get the best out of my Dashboard, I can watch these videos, which walk me though each section in more detail; Video – How to use the Practitioner Dashboard & Action Tracker. Alternatively I can access support in a word document Document – How to use the Practitioner Dashboard & Action Tracker

If my team or I require support using or accessing the dashboard, I can contact my regional P&Q team. Officer diaries will still be available to use, however the dashboard has enhanced features and gives a clearer overview of my team’s workload.

Relevant to

  • SPO
  • UPW Case Admin
  • UPW PSO
  • PO/PSO
  • Case admin

Related links

Practitioner Dashboard for UPW PSO

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Practitioner Dashboard for UPW PSO

From 16th January, the first in a series of dashboards designed to support me in my day-to-day work will be introduced and my region will communicate to me as to when I will start using them.

The Practitioner Dashboard will give me a clear and succinct visual overview of my workload, with the ability to see case detail instantly. Not only will this help me to plan and feel better in control of my workload, but it will also help to identify activity at risk of backlog, enabling discussions with my line manager around workload and empowering me to own my data, leading data driven informed conversations. The Practitioner Dashboard & Action Tracker has been designed by my colleagues in probation regions with decades of experience, with the content driven by my P&Q Team.

I can view upcoming and outstanding initial appointments, ISPs; protected characteristics monitoring; accommodation & employment status; UPW starts, assessments and reviews; incomplete outcome; enforcement; outstanding breaches; and terminations, in one place.

As well as showing me the number of upcoming tasks due for completion, I can quickly and easily see which case it relates to, simply by hovering my curser over the part of the dashboard I am interested in. It will tell me the Person on Probation’s name, CRN and other key details, such as target date or type of assessment required, etc. If I want to see a full, detailed list, I can click on the section I want to see and select ‘view data’. My SPO and PDU Heads will also have the ability to view our team and PDU workload, driving better discussions around workload data across my region. I can also access my colleagues Dashboards, which will support our move to the POD model and help manage activity when colleagues are absent.

I can access the Practitioner Dashboards via MS Teams, and can find the full instructions here   Document – How to access and use Power BI or Video – How to access and use Power BI

To learn how to navigate and get the best out of my Dashboard, I can watch these videos, which walk me though each section in more detail; Video – How to use the Practitioner Dashboard & Action Tracker. Alternatively I can access support in a word document Document – How to use the Practitioner Dashboard & Action Tracker

If I need support using or accessing the dashboard, I can contact my regional P&Q team. My Officer diary will still be available to use, however the dashboard has enhanced features and gives a clearer overview of my workload.

Relevant to

  • SPO
  • UPW Manager
  • PO/PSO
  • UPW Case Admin
  • Case Admin

Practitioner Dashboard for SPOs

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Practitioner Dashboard for SPOs

From 16th January, the first in a series of dashboards designed to support me and my team in our day-to-day work will be introduced and my region will communicate to me as to when I will start using them.

The Practitioner Dashboard will give me a clear and succinct visual overview of my team’s workload, with the ability to see case detail instantly. Having everything in one place, will not only help me to identify activity at risk of backlog, but it will also enable data informed discussions around workload with my practitioners and empower them to own and manage their workload in a way that gives control and reassurance. It will also enable me to be a data-driven leader in conversations with PDU Heads and staff around workloads.

The Practitioner Dashboard & Action Tracker has been designed by my colleagues in probation regions with decades of experience, with the content driven by my P&Q Team. I can view my team’s upcoming and outstanding ISPs, Part Bs, POM to COM handovers, Unpaid Work starts, Accredited Programme starts, cases with no next appointment, cases potentially requiring breach and more, all in one place. I can also see the number of RAR days remaining, and any activity already completed/scheduled for a RAR.

I can access the Practitioner Dashboards via MS Teams, and can find the full instructions here   Document – How to access and use Power BI or Video – How to access and use Power BI

To learn how to navigate and get the best out of my Dashboard, I can watch these videos, which walk me though each section in more detail; Video – How to use the Practitioner Dashboard & Action Tracker. Alternatively I can access support in a word document Document – How to use the Practitioner Dashboard & Action Tracker.

If my team or I require support using or accessing the dashboard, I can contact my regional P&Q team. Officer diaries will still be available to use, however the dashboard has enhanced features and gives a clearer overview of my team’s workload.

Relevant to

  • PO/PSO
  • UPW Manager
  • UPW PSO
  • Case Admin
  • UPW Case Admin

Practitioner Dashboard for PO/PSO (sentence management)

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Practitioner Dashboard for PO/PSO (sentence management)

From 16th January, the first in a series of dashboards designed to support me in my day-to-day work will be introduced and my region will communicate to me as to when I will start using them.

The Practitioner Dashboard will give me a clear and succinct visual overview of my workload, with the ability to see case detail instantly. Not only will this help me to plan and feel better in control of my workload, it will also help to identify activity at risk of backlog, enabling discussions with my SPO around workload and empowering me to own my data, leading data driven informed conversations. The Practitioner Dashboard & Action Tracker has been designed by my colleagues in probation regions with decades of experience, with the content driven by my P&Q Team.

I can view upcoming and outstanding ISPs, Part Bs, POM to COM handovers, Unpaid Work starts, Accredited Programme starts, cases with no next appointment, cases potentially requiring breach and more, all in one place. I can also see the number of RAR days remaining, and any activity already completed/scheduled for a RAR.

As well as showing me the number of upcoming tasks due for completion, I can quickly and easily see which case it relates to, simply by hovering my curser over the part of the dashboard I am interested in. It will tell me the Person on Probation’s name, CRN and other key details, such as target date or type of assessment required, etc. If I want to see a full, detailed list, I can click on the section I want to see and select ‘view data’. My SPO and PDU Heads will also have the ability to view their team and PDU workload, driving better discussions around workload data across my region. I can also access my colleagues Dashboards, which will support our move to the POD model and help manage activity when colleagues are absent.

I can access the Practitioner Dashboards via MS Teams, and can find the full instructions here   Document – How to access and use Power BI or Video – How to access and use Power BI

To learn how to navigate and get the best out of my Dashboard, I can watch these videos, which walk me though each section in more detail; Video – How to use the Practitioner Dashboard & Action Tracker. Alternatively I can access support in a word document Document – How to use the Practitioner Dashboard & Action Tracker.

If I need support using or accessing the dashboard, I can contact my regional P&Q team. My Officer diary will still be available to use, however the dashboard has enhanced features and gives a clearer overview of my workload.

Relevant to

  • Senior Probation Officer
  • UPW Manager
  • UPW Probation Services Officer

Community Campus – UPW ETE Learning Management System for People on Probation (UPW Case Administrator)

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Community Campus – UPW ETE Learning Management System for People on Probation (UPW Case Administrator)

As part of my region’s strategy to deliver 155% of Unpaid Work (UPW) Education, Training and Employment (ETE) hours, from 5th December, People on Probation with an Unpaid Work (UPW) requirement, will have access to Community Campus, a national online learning portal enabling those eligible to complete 30% of their hours by ETE. At present, enforcing completion of ETE hours on Community Campus is not mandated, however this will be reviewed along with the Community Payback ETE Guidance document due in January to February 2023.

The UPW assessment tool will identify those eligible, allowing the Practitioner to discuss suitability and accessibility and agree on the most appropriate course/s. Initially People on Probation will have access to four courses, all designed to improve their skills for completing UPW hours or to improve employability, with a comprehensive suite available in early 2023 which will continue to be added to.

I will set up and email the Person on Probation with their log in details, which they will use to access the platform via link or QR code on a smartphone, tablet and laptop. My practitioner will help them to set up an email account should they need support. Those that require support or do not have access to a device, will be invited to attend a supported access session, (excluding London) run by our Supervisors from a site with WiFi. My region will be provided with 30 new UPW ETE laptops, and my line manager will inform me as to when these sessions will run.  If my Person on Probation has any issues with log in, or the system itself, my practitioner and I can refer them to the online host, Meganexus.

I will run regular reports on the number of hours and courses completed, print out completion certificates and update nDelius with both, as evidence. Guided learning hours are allocated for each course and the portal also records the ‘actual’ time the Person on Probation has taken. Where courses are completed within or under the guided learning time, I will allocate the ‘actual’ time taken. To support our neurodiverse People on probation, or those that require extra time to complete a course, 20% allowance will be given by agreement with the practitioner. Community Campus will also translate/have subtitles in English, Welsh and Polish (with more languages to be available in the future). I will inform practitioners of completed courses and alert them to anyone who has been allocated a set of log-in details but hasn’t logged into the portal for an agreed period. This will encourage my practitioner to engage with their Person on Probation and offer further support should they need it.

I will have full access to the portal and will also need to set up the staff user accounts. I will also deactivate accounts once the Person on probation has completed their course/s to enable that licence to be used by a new user. In December, my region’s ETE Champions will support me in doing this.

Relevant to

  • UPW PSO
  • PO/PSO
  • SPO
  • UPW Manager
  • UPW Supervisor
  • UPW Placement Coordinator

Community Campus – UPW ETE Learning Management System for People on Probation (UPW Placement Coordinator)

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Community Campus – UPW ETE Learning Management System for People on Probation

As part of my region’s strategy to deliver 155% of Unpaid Work Education, Training and Employment (ETE) hours, from 5th December People on Probation with an Unpaid Work (UPW) requirement, will have access to Community Campus, a national online learning portal to enable those eligible to complete 30% of their hours by ETE. At present, enforcing completion of ETE hours on Community campus is not mandated, however this will be reviewed along with the Community Payback ETE Guidance document due in January to February 2023.

The UPW assessment tool will identify those eligible, allowing the Practitioner to discuss suitability and accessibility and agree on the most appropriate course/s. Initially People on Probation will have access to four courses, all designed to improve their skills for completing UPW hours or to improve employability, with a full comprehensive suite available in early 2023 which will continue to be added to. People on Probation will access the portal via a QR code or link in an email containing their log in details, on smartphone, laptop or tablet. Those that require support or do not have access to a device, will be invited to attend a supported access session, run by my Supervisors from a site with WiFi. My region will be provided with 30 new UPW ETE laptops, and I will need to agree with my UPW manager how and where we deliver these sessions which can be delivered as need determines. Supervisors will have user access allowing them to view account progress and print off course completion certificates during the supported access sessions. For issues arising with the log in or system itself, supervisors can refer the Person on Probation to the online portal provider, Meganexus (whose details I can obtain from the Case Administrator and ETE champions

Guided learning hours are allocated for each course and the portal records the actual time taken. Courses completed within or under guided learning time will be allocated the actual time taken. To support our neurodiverse People on probation, or those that require extra time to complete a course, 20% allowance will be given by agreement with their practitioner. Community Campus will also translate/have subtitles in English, Welsh and Polish (with further languages to eb available in the future).

I will have user access to management information on completed hours and course completions and to support implementation and disseminate training videos, I will have two ETE champions already trained in using the system

Relevant to

  • UPW PSO
  • PO/PSO
  • SPO
  • UPW Manager
  • UPW Supervisor
  • UPW Case Administrator

Community Campus – UPW ETE Learning Management System for People on Probation (UPW Supervisor)

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Community Campus – UPW ETE Learning Management System for People on Probation

As part of my region’s strategy, to deliver 155% of Unpaid Work Education, Training and Employment (ETE) hours, from 5th December, People on Probation with an Unpaid Work (UPW) requirement, will have access to Community Campus, a national online learning portal enabling those eligible to complete 30% of their hours by ETE. At present, enforcing completion of ETE hours on Community Campus is not mandated, however this will be reviewed along with the Community Payback ETE Guidance document due in January to February 2023. Initially People on Probation will have access to four courses, all designed to improve their skills for completing UPW hours or to improve employability, with a comprehensive suite available in early 2023 which will continue to be added to.

Some People on Probation will require support or will not have access to a device and my region (excluding London) will set up access to Community Campus sessions, from a site with WiFi using new UPW ETE laptops, which I will supervise.

People on Probation will access the platform via link or QR code on a smartphone, tablet and laptop and my UPW Case Administrator will set up a user account and email them their login details.  Through my user account, I will ensure People on Probation have access to and support with, the use of Community Campus. If they experience issues logging in or with the system itself, I should refer them to the online portal host, Meganexus (whose details I can obtain from the Case Administrator and ETE champions).

Guided learning hours are allocated for each course and the portal also records the ‘actual’ time my Person on Probation has taken at any point throughout the course. Where courses are completed within or under the guided learning time, the ‘actual’ time taken will be allocated. To support our neurodiverse People on Probation, or those that require extra time to complete a course, 20% allowance will be given by agreement. Community Campus will also translate/have subtitles in Welsh, Polish and Romanian.

I will keep practitioners informed of the Person on Probations progress and raise any concerns or issues that require a practitioner decision. I will print out their certificates on site, or request this via my Administrator.  Completed ETE hours, courses and certificates will be uploaded to nDelius by the UPW Case Administrators.

Having our own, inhouse learning management system and supervising its use for certain people on probation, means we can better track and record learning time allowing me to engage with my Person on probation’s progress and build a learning library suitable for the people in our care, meaning better employability outcomes for People on Probation.

Relevant to

  • UPW PSO
  • PO/PSO
  • SPO
  • UPW Manager
  • UPW Case Administrator
  • UPW Placement Coordinator

Community Campus – UPW ETE Learning Management System for People on Probation (UPW PSO)

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Community Campus – UPW ETE Learning Management System for People on Probation

As part of my region’s strategy to deliver 155% of Unpaid Work Education, Training and Employment (ETE) hours, from 5th December, People on Probation with an Unpaid Work (UPW) requirement, will have access to Community Campus, a national online learning portal enabling those eligible to complete 30% of their hours by ETE. At present, enforcing completion of ETE hours on Community Campus is not mandated, however this will be reviewed along with the Community Payback ETE Guidance document due in January to February 2023. Initially People on Probation will have access to four courses, all designed to improve their skills for completing UPW hours or to improve employability, with a comprehensive suite available in early 2023 which will continue to be added to.

The UPW assessment tool will identify those eligible at which point I can discuss with my Person on Probation, their access to and experience with technology and which course/s would be most suitable.  If they require support or do not have access to a device, I will contact the Community Payback team to ask for them to attend a supported access session, (excluding London) run by our Supervisors from a site with WiFi using new UPW ETE laptops. UPW Case Administrators will set up a user account and email the login details to my Person on Probation, however If they experience issues with log in or the system itself, I should refer them to the online portal host, Meganexus (whose details I can obtain from the Case Administrator and ETE champions).

Guided learning hours are allocated for each course and the portal also records the ‘actual’ time my Person on Probation has taken at any point throughout the course. Where courses are completed within or under the guided learning time, the ‘actual’ time taken will be allocated. To support our neurodiverse People on Probation, or those that require extra time to complete a course, 20% allowance will be given by agreement. Community Campus will also translate/have subtitles in English, Welsh and Polish (with further languages available in the future).

The UPW Administrators will update my Person on Probation’s nDelius record with completed hours, completed courses and certificate for evidence uploaded. I will also be contacted by the CP team if there are any concerns, or any decisions required.

There will be a period of transition from the current use of external online providers to Community Campus, with Community Campus being the primary online UPW ETE provider unless my Person on Probation’s needs are unique and not met by the course content provided.

Having our own, inhouse learning management system means we can better track and record learning time allowing me to engage with my Person on probation’s progress and build a learning library suitable for the people in our care, meaning better employability outcomes for People on Probation.

Relevant to

  • SPO
  • UPW Manager
  • UPW Case Administrator
  • UPW Supervisor
  • UPW Placement Coordinator

Community Campus – UPW ETE Learning Management System for People on Probation

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Community Campus – UPW ETE Learning Management System for People on Probation

As part of my region’s strategy to delivery 155% of Unpaid Work (UPW) Education, Training and Employment (ETE) hours, from 5th December People on Probation with an Unpaid Work (UPW) requirement, will have access to Community Campus, a national online learning portal to enable those eligible to complete 30% of their hours by ETE. At present, enforcing completion of ETE hours on Community Campus is not mandated, however this will be reviewed along with the Community Payback ETE Guidance document due in January/February 2023.

I will oversee a period of transition from use of current external online education, to Community Campus which will, over time become the primary source for delivery of UPW ETE. However, for those People on Probation with unique needs or who wish to engage with learning not provided on the portal, external learning can be used.

The UPW assessment tool will identify those eligible, allowing the Practitioner to discuss suitability and accessibility and agree on the most appropriate course/s. Initially People on Probation will have access to four courses, all designed to improve their skills for completing UPW hours or improve employability, with a comprehensive suite available in early 2023 which will continue to be added to. People on Probation will access the portal via a QR code or link in an email containing their log in details, on smartphone, laptop or tablet. Those that require support or do not have access to a device, will be invited to attend a supported access session, (excluding London) run by my Supervisors from a site with WiFi. My region will be provided with 30 new UPW ETE laptops, and I will need to agree with my region how we deliver these sessions which can be delivered as need determines.

Guided learning hours are allocated for each course and the portal records the actual time taken. Courses completed within or under guided learning time will be allocated the actual time taken. To support our neurodiverse People on probation, or those that require extra time to complete a course, 20% allowance will be given by agreement with their practitioner. Community Campus will also translate/have subtitles in English (for those with hearing difficulties), Welsh and Polish (with more languages to be available in the future).

People on Probation will receive a course completion certificate which will be uploaded to nDelius as evidence, and the time taken to complete the course will be recorded in the usual way. To support implementation, I will have two ETE champions who will already be trained in using the system. They will disseminate the training videos to my team and support implementation across my region.

Relevant to

  • UPW PSO
  • PO/PSO
  • SPO
  • UPW Case Admin
  • UPW Supervisor
  • UPW Placement Coordinator

Related links

Amy’s message 28th November

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Amy Rees – Director General Chief Executive Officer HMPPS


CEO message to HMPPS staff – Monday 28 November


Amy Rees - Director General for Probation

Amy’s latest update for all HMPPS staff is now available on the intranet. 

This issue covers:

  • 16 Days of Activism against Gender-Based Violence campaign
  • Vitamin D supply
  • Inspire Justice Awards

Workforce Planning System (WPS) – what is it and what do you need to know?

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Workforce Planning System (WPS) 

What is it and what do you need to know?

Supporting probation through evidence based workforce planning

The Workforce Planning System (WPS) is a single, joined-up workforce planning system designed to strengthen regional workforce planning arrangements. WPS will provide probation with an accurate and integrated means of planning staffing requirements, ensuring staffing needs are responsive to the impact of operational changes in the service.

The WPS project will run until 2024 when it will be integrated into business as usual (BAU) to support workforce planning and probation management in the longer term. At the heart of the WPS approach is ensuring that the staffing data we use is evidence-based and robust to support the priorities of frontline operations to achieve our aim of reducing reoffending and protect the public.

Currently the method of managing the workforce is through several disparate systems and tools, with people often following different processes. WPS aims to simplify this and introduce a system which will be one source of the truth for reporting, governance and decision making.



What are the key benefits of WPS?

  • Data quality and completeness – a single version of the truth
  • Effective long-term planning
  • A single joined up system that supports workforce planning
  • Increased insight to improve decision making
  • Informed prioritisation of resources and business planning

The rich picture below illustrates the various components of WPS ensuring that the system is driven by good quality information and informed by frontline staff to provide regions with the right solutions and tools to underpin and support excellent practice.

What you can expect from WPS

Working collaboratively and co-design is critical to the success of WPS to maximise the accuracy and evidence base of our staffing data and understanding the impacts of change upon the workforce.  This work is being led by the Impact Assessment team within WPS who are running a programme of workshops with relevant operational staff in relation to priority operational changes. These workshops support WPS to specify the activities associated with each role which are being captured in a live activity and weightings database currently under development for probation.   ​

The WPS team have already facilitated workshops for Electronic Monitoring and Acquisitive Crime and Serious Further Offences (SFO).  Activities and Timings workshops for all probation activities will be facilitated throughout 2023 – 2024 through a sequenced and agreed rationale / framework. There will be ongoing consultation with probation leaders to maximise opportunities to work with frontline staff and benefit from their expertise and experience.

Next steps:

The Workforce Measurement Tool (WMT) has been under review for some time and is an integral part of WPS. This work forms part of the WPS in ensuring the system is driven by good quality information.   Live events are taking place to communicate changes to WMT during December. These are scheduled for:

FAQ

WPS will deliver a single, clear, and accurate system for understanding workforce changes to include demands, activities, weightings, and resources for probation. We have been through enormous organisational changes over many years and our work can change in line with priorities set by Government. These changes can impact on the workforce and available resource. WPS is a system that seeks to address this by providing understanding of the potential resource impact of any proposed changes and enabling everyone to better prepare for implementation.

The Workload Measurement Tool (WMT) has been in existence for some time. WPS incorporates a review of WMT alongside planned future work to develop the system and include aspects of our work which are not currently considered.

WPS does incorporate workforce planning. The WPS project also includes the design and implementation of an IT solution that will underpin all key components of the system. This system will provide a single source of information and include scenario testing for regions to plan and manage their workforce requirements.

More information

For any questions contact the WPS team.

We are also developing an intranet page which will be updated to provide key information as WPS moves forward as a project.

ETE Champions

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Contact details of the ETE Champions

  • North East
  • Champion 1 – Adam Fox Adam.Fox@justice.gov.uk
  • Champion 2 – Nicola Ledger Nicola.Ledger1@justice.gov.uk
  • Champion 3 – Debra Cook Debra.Cook2@justice.gov.uk
  • North West
  • Champion 1 – Lorraine Slater
    Lorraine.Slater@justice.gov.uk
  • Champion 2 – Joanne Greenhalgh
    Joanne.Greenhalgh@justice.gov.uk
  • Champion 3 – Debra Cook Debra.Cook2@justice.gov.uk
  • KSS
  • Champion 1 – Jodie Hammond
    Jodie.Hammond1@justice.gov.uk

  • Champion 2 – Eva Vickery Eva.Vickery@justice.gov.uk

  • Champion 3 – Debra Cook Debra.Cook2@justice.gov.uk

  • YatH
  • Champion 1 – Trace Fitzsimmonspell
    Trace.Fitzsimmonspell@justice.gov.uk

  • Champion 2 – Janine Beech
    Janine.Beech@justice.gov.uk
  • London
  • Champion 1 – Jade Richardson
    Jade.Richardson1@justice.gov.uk
  • Champion 2 – Jenny Ross
    Jenny.Ross@justice.gov.uk
  • East Midlands
  • Champion 1 – Richard Wright
    Richard.Wright3@justice.gov.uk

  • Champion 2 – Jodie Robinson
    Jodie.Robinson1@justice.gov.uk


  • West Midlands
  • Champion 1 – Paula Baldock
    Paula.Baldock@justice.gov.uk

  • Champion 2 – Sharon Storrie
    Sharon.Storrie@justice.gov.uk

  • Wales
  • Champion 1 – Melissa Lobb
    Melissa.lobb@justice.gov.uk

  • Champion 2 – Matthew Fitt
    Matthew.Fitt@justice.gov.uk

  • East of England
  • Champion 1 – Owen Dickensen
    Owen.Dickensen@justice.gov.uk

  • Champion 2 – Daniel Baker
    Daniel.Baker@justice.gov.uk


  • South West
  • Champion 1 – Denise Holway
    Denise.Holway@justice.gov.uk

  • Champion 2 – Jeremy Dugan
    Jeremy.Dugan@justice.gov.uk

  • South Central
  • Champion 1 -Vikki Scarfield
    Vikki.Scarfield@justice.gov.uk

  • Champion 2 – Mate Anduska
    Mate.Anduska@justice.gov.uk

  • Greater Manchester
  • Champion 1 – Adam Powsney
    Adam.Powsney@justice.gov.uk

  • Champion 2 – Natasha Westerman
    Natasha.Westerman1@justice.gov.uk

One-year on: alcohol monitoring on licence

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One-year on: alcohol monitoring on licence

Last Thursday (17 November) marked one-year since alcohol monitoring on licence was rolled-out in Wales.

The tool, which was further rolled-out in England in June 2022, provides a way to monitor people leaving prison who are at risk of reoffending from alcohol by an additional alcohol monitoring licence condition. It may see alcohol banned or restricted following release, with compliance monitored using a tag for a minimum of 30 days and a maximum of 12 months.

How do the tags work?

The tags are available throughout England and Wales for those who have a history of alcohol-related offending behaviour.

The tamper-proof device works by checking the alcohol level in the offender’s sweat, taking a reading every 30 minutes.

If a tamper or alcohol is detected and confirmed, the offender’s probation officer is alerted. The probation officer will take action as appropriate, such as a conversation, a warning letter or a return to court or prison.

One-year on, what difference are the tags making?

We know that alcohol is believed to play a part in 39 per cent of violent crimes in the UK and roughly 20 per cent of offenders supervised by the Probation Service are identified as having drinking issues. Latest statistics show:

  • During the first ten months of the roll-out of alcohol monitoring on licence, a total of 931 offenders were tagged.
  • On 30 September 2022, 1,503 offenders had an alcohol tag fitted – both on licence and in the community – a 153 per cent increase from 30 September 2021.
  • Offenders on a tag from a court order have stuck to their alcohol restrictions 97 per cent of the time.

How are the tags supporting people on probation?

Natasha (not her real name), aged 22, from Cardiff, has been on a tag since the beginning of September. She said: “I was nervous about being tagged but it does help. It’s a physical reminder for me not to drink.

“I’ve been on probation before but this time I’m doing really well, and I do think the tag’s been good for me. I’m sober and not getting in trouble.”

How are the tags helping to reduce reoffending?

Becky Tait, a probation officer from Stoke on Trent was interviewed by BBC Frontline Fightback recently about how alcohol tags are helping to break the cycle of drinking and reoffending.

Becky said: “The tag is almost like the angel in your ear ‘don’t have a drink, don’t have a drink’, or a conscience attached to your leg.

“Where people have patterns of offending and keep on offending, it’s very difficult to help them to change because they are in a cycle of substance misuse, violence and domestic abuse.

“People don’t think of the consequences when they are under the influence of alcohol – they can become more aggressive and impulsive. So, if we can help people make changes to their alcohol use and think more about the impact of their alcohol use on their behaviour, that in turn then allows them to be safer and less of a risk to the public.

“For a lot of people having that additional monitoring and enforcement allows them to make better choices which helps them not drink.”

Further information

If you have any questions about alcohol monitoring on licence, please email emchange@justice.gov.uk.

HMPPS staff: get your flu jab for 2022

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HMPPS staff: get your flu jab for 2022


All HMPPS employees working in prisons, probation services and HQ are eligible for a free flu jab. (This includes agency staff and contractors.)

If you are not eligible for a flu vaccine with the NHS, you can simply visit your local pharmacy and claim the cost (up to £16.99) back on SOP. (Selecting the expense type as ‘flu vaccine’.)

Alternatively, every public sector prison will hold at least 2 days of vaccination clinics starting in October. (Look out for details locally.)

Prison-based staff, particularly frontline operational staff, who are eligible for a free NHS flu vaccine are welcome to attend a prison vaccination clinic. (But please remember to inform your GP practice if you have had the flu vaccine so your NHS records can be updated.) ​​​​​​​

Getting the flu jab means your symptoms are likely to be milder and not last as long if you catch it. It will also reduce the chance of you spreading flu to others who may be more at risk. This will also help reduce pressure on health services during the busy winter months.

Read more 

Should I get the flu jab and how do I claim? (MoJ intranet)