A dip sampling of complaints

Report: 4
Date: 12 October 2009
By: Chief Executive

Summary

The MPA is required to dip sample closed complaints files to ensure public confidence in the complaints procedure.

Members of the Professional Standards Cases Sub-Committee (“PSCSC”) are asked to consider the information in this report and to comment on and approve the draft protocol attached at Appendix A.

A. Recommendations

That Members:

1. Consider this report; and
2. Approve the draft protocol attached at Appendix A.

B. Supporting information

Background information

3. Police Authorities have a statutory duty to maintain an efficient and effective police force, including a duty to keep themselves informed about the handling of complaints and misconduct matters by that police force.

4. The Association of Police Authorities has prepared guidance (“the Guidance”, attached at Appendix B) which specifies that the Authorities’ oversight duty also includes a duty to dip sample closed complaint and misconduct files.

5. Dip sampling allows authorities to monitor files and check that procedure and approaches are such as to ensure public confidence in the complaints management process. It can also be an opportunity to identify learning and other issues for discussion with the police force.

Draft Dip Sampling Protocol

6. A draft dip sampling protocol is attached at Appendix A.

7. The protocol envisages the sampling of 2% of complaints files per annum, currently equating to approximately 10 files per month. In addition, a proportion of direction and control files will also be dip sampled.

8. To avoid adding to Members’ already busy workload, the files will be reviewed by the Professional Standards Assistant, who will present the results to the Professional Standards Cases Sub-Committee (“PSCSC”) monthly. This diverges from the Guidance, which suggests that the dip sampling should be undertaken by Members. However, we feel that the MPA can be distinguished from other police authorities; the MPS receives a much larger number of complaints than other police forces but there are not many more Members at the MPA than at other police authorities.

9. To ensure that there is adequate Member engagement, the Members of the PSCSC will choose the types of files that they wish to review which will be alternately focused on the type of complaint or resolution, and then the Borough. These files will be provided by the MPS in the exact form in which they were closed within 2 working days of the request.

10. On a quarterly basis, a longer report will be provided to Members covering:

1.  areas of best practice highlighted by the reviews carried out during that period;
2.  any areas of concern; and
3.  any opportunities for learning or improvement.

11. Once this longer quarterly report is approved by Members, it will be forwarded to DPS. DPS will prepare a six monthly report setting out how it has implemented the proposed changes and taken account of the PSCSC’s comments.

12. The full details of the procedure are set out in the draft protocol. Members are asked to consider the draft protocol and provide any comments or feedback thereon. Members are asked to approve the draft protocol.

Work to date

13. Members will receive oral reports on the following:

1. a meeting between MPA and DPS to discuss the draft protocol scheduled for 6 October 2009; and
2. a preliminary dip sampling exercise currently being carried out in accordance with the draft protocol.

14. In addition, we will contact the IPCC, to discuss the draft protocol and arrange for training for those who will be undertaking the dip sampling. It is also envisaged that we will contact Greater Manchester Police Authority to discuss how they have implemented dip sampling.

C. Race and equality impact

None specific

D. Financial implications

None specific

E. Background papers

None

F. Contact details

Report authors: Field Fisher Waterhouse LLP, MPS.

For more information contact:

MPA general: 020 7202 0202
Media enquiries: 020 7202 0217/18

Send an e-mail linking to this page

Feedback