P.01 Receiving property

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These procedures are designed to ensure that prisoner property is correctly categorised, and that prisoner property entering a prison is correctly issued or stored, and is correctly recorded both on IOMS and in hardcopy on the prisoner’s file.

Receiving property criteria

  1. No property will be accepted by the prison without an approved [P.01.Form.01 Request for property].
  2. Any item of electrical equipment brought into a prison that does not have the serial numbers, original manufacturer’s identification sticker or tag attached will not be accepted.
  3. All prisoner property is subject to these procedures when:
    1. the prisoner is being admitted to a prison
    2. a prisoner is received in a prison after transfer from another prison
    3. property is received for a prisoner from a visitor and/or mail
    4. all property received by a staff member on behalf of a prisoner.

P.01.01 Categorising prisoner property

  1. Prison staff undertaking the search of a prisoner's property must determine (from the [Rules on authorised property made under section 45A]) if the property is authorised.
  2. Property search, in accordance with [Corrections Regulation 2005, regulation 32 Property on reception], must occur in the presence of:
    1. another staff member, and
    2. the prisoner.
  3. All items of property (including consumables) received on arrival from or on a prisoner must be accurately recorded in IOMS.
  4. All items of property (excluding approved consumables) received by a staff member on behalf of a prisoner, or from a third party, must be accurately recorded in IOMS prisoner’s property register.
  5. Any property located as a result of a search of a prisoner or cell, must be accurately recorded in IOMS; authorised property is registered in IOMS prisoner’s property register and any unauthorised property is registered in IOMS property register.
  6. All property must be processed as soon as practicable after being received and the property must be:
    1. issued to the prisoner
    2. stored
    3. removed
    4. retained as evidence, or
    5. disposed of reasonably promptly.
  7. If property can not be immediately processed, it is placed in secure storage at the prison's risk.
  8. All electrical items must comply with the specified conditions as stated on the schedules such as music power out-put on stereos, if the receiving officer is unable to match the specifications of the item(s), it is the responsibility of the prisoner to provide proof of compliance from the manufacture or a suitably qualified person / technician at the prisoner’s expense.

P.01.02 Transfer prisoner property

  1. Internal unit to unit transfers:
    1. Custodial staff obtains a "Prisoner Property Items List" (IOMS) filtered for "Issued" items only and checks the prisoners issued property against the list.
    2. Any items "Not found" on the filtered Prisoner Property Items List are noted on the list, the checking officer signs (including tag number) the list and asks the prisoner to sign the list with the noted changes. If prisoner refuses to sign then another staff member signs the list as a witness.
    3. Any items found that are not on the filtered Prisoner Property Items List are set aside for determination as to what will be done with the items (e.g. seized as exhibits, destruction or determining the rightful owner or in the case of excessive hobbies, education or P119 items whether these are to be registered in IOMS and "Stored" or "Sent out").
  2. Authorised consumable items are to be recorded in the prisoner’s property register before the unit transfer occurs.
    Note: The register for consumables after the first reception or transfer can be the compilation of the [P.01.Form.01 Request for property].
  3. Authorised staff must make necessary adjustments on IOMS, produce the receipt related to the adjustment and have the prisoner sign the receipt as correct.
  4. External prison transfers:
    1. All authorised consumable items are to be recorded in the prisoner's property register (IOMS) before transfer occurs.
    2. Custodial staff obtains a "Prisoner Property Items List" filtered for "Issued" (or the “Container packing list”) items only and checks the prisoners issued property against the list.
    3. Any items "Not found" on the filtered Prisoner Property Items List are noted on the list; the checking officer signs (including tag number) the list and asks the prisoner to sign the list with the noted changes. If prisoner refuses to sign then another staff member signs the list as a witness.
    4. Any items found that are not on the filtered Prisoner Property Items List are set aside for determination as to what will be done with the items (e.g. seized as exhibits, destruction or determining the rightful owner or in the case of excessive hobbies, education or P119 items whether these are to be registered in IOMS and "Stored" or "Sent out").
    5. All property is then placed into a tamper proof clear plastic bag, the label which is fused onto the bag must be completed, a copy of the completed IOMS property receipt must be placed into the secure bag with receipt details showing outwards so it may be viewed without opening the bag. The bag must be sealed with self adhesive seal and serial number placed into IOMS. The bag is then placed ready for transfer.
  5. The transferring prison must manage and not send any property that does not meet the current standards, for example if the prisoner has a stereo approved prior to the current schedule and the stereo does not comply with the out-put specifications, from June 2013, under the rules on authorised property made under [Section 45A of the Correction Act 2004], the approval no longer applies and the transferring site must give the prisoner the opportunity to dispose or organise disposal, by his/her preferred method, of all non-compliant property before the transfer occurs.

P.01.03 Recording prisoner property in IOMS

  1. The status of a prisoner’s property is updated when changes occur, e.g. property is received, issued, or stored and if property is worn out, lost, removed, released etc.
  2. All received property from another prison (with a prisoner transfer) or with new arrivals must have its status recorded or updated on IOMS. No items are to be left with the status of “in transit”.
  3. Each entry in the Property Register includes a full description of each item of property, including the following details, where appropriate:
    • Status
      Note: This field is generally auto-populated depending on the IOMS task but, in some cases, prompts a choice between “Stored” or “Issued”.
      a.All permitted items issued to prisoners will be recorded as "Issued".
      b.Initially, all other authorised items must be recorded as “Stored”. These items will only be issued to prisoners when approved by the unit PCO (refer POM [P.03 Issuing property]).
      c.Initially all prohibited and unauthorised items must be recorded as “Stored”. All prohibited and unauthorised items must be removed from site within 28 days of prisoner reception unless the general manager custodial has given approval for the property to be stored.
    • Date item was received
    • Item Type
    • Quantity
      Note: IOMS will create an individual record of each property item.
    • Colour
    • Material
    • Condition
      Note: An accurate description of the property item's condition is required. Do not use the default value.
    • Manufacturer / Make / Model / Label
    • Description
      Note: Do not repeat information held in the above fields. Use it to further describe the item, as required.
    • Source
    • Comments
      Note: To be used for more specific information relating to a property item’s movements.
  4. The following entries in the Property Register relate to electrical items only:
    • Serial No
    • Electrical Certification
    • Date Certified
    • Tamper Label
  5. If the item is to be stored, the following additional information should be entered on IOMS:
    • Storage Container, and
    • Storage Reason
  6. If the item is prohibited or unauthorised, this must be recorded in the IOMS Store Item(s) screen as "Stored not to be issued".
  7. If the item is authorised and is to be stored, this must be recorded in the IOMS Store Item(s) screen as "Stored may be issued".

P.01.04 Issuing receipts

  1. Receipts are issued from IOMS regardless of whether the property is issued to the prisoner, stored, removed, destroyed or withheld.
  2. The prisoner must sign a [P.01.Form.03 Property liability acknowledgment] and a [P.01.Form.04 Acknowledgment of responsibility for property]. The signed copies of the forms are retained on the prisoner’s general file (section I). A copy is also placed on the Receiving Office prisoner property file.
  3. Ensure that the prisoner signs a copy of the IOMS Property Register, and place the signed copy in the prisoner’s general file (section I). A copy is also placed on the Receiving Office prisoner property file.
  4. Ensure that IOMS Property Register is accurate and up to date at all times with all transactions.

P.01.05 Prisoner property received at gatehouses

  1. Only property items with an approved [P.01.Form.01 Request for property] can be accepted at the Gatehouse. Days and times can vary across prisons so prior arrangement is required.
  2. Some items, such as newspapers, photographs, may be sent to the prisoner by mail if accompanied by an approved [P.01.Form.01 Request for property].