Independent custody visiting scheme

Report: 5
Date: 1 February 2007
By: Chief Executive and Clerk

Summary

This report describes the progress made with the implementation of the remodelling of the London Independent Custody Visitors (ICV) Scheme since July 2006 and outlines the proposed new governance framework and operating structure for the ICV Scheme.

A. Recommendations

That

1. the progress made to date on the implementation of the reform of the ICV Scheme be noted;
2. the new governance framework and operating structure for the ICV Scheme be ratified; and
3. a progress report be presented in October 2007 following six months operation under the new structure.

B. Supporting information

Staffing

1. Following agreement from CoP in July, additional staff have now been recruited to enable the MPA to manage the ICV Scheme effectively. One new staff member joined on 29 January 2007, with another two due to start on 5 February. A further staff member will be joining the team as soon as his clearance has come through and a former Panel Administrator who was made redundant is expected to join the team on a full-time temporary contract from March 2007.

3. Due to two recruits dropping out between interview and vetting clearance, the team will need one more Co-ordinator. It is anticipated that this position may be filled through an agency in the first instance, however other options are currently being explored. When complete the team will consist of 8 full-time ICV Co-ordinators and the ICV Scheme Manager.

Reform programme

4. Significant progress has been made in the reform of the ICV Scheme over the last year. Policies are now in place to ensure that Panels operate more consistently. The vast majority of ICVs are vetted and the MPA now has a joint protocol with the MPS regarding vetting. Regular basic and refresher training is taking place and is well attended. All Panels are now returning visit report forms to the MPA and the ICVA database is starting to provide helpful information on visiting patterns and issues.

5. The MPA produces a regularly quarterly ICV newsletter, sent directly to all ICVs and this is supplemented by a monthly information bulletin. Following a very successful London Conference in March, focussing on health issues, a social event for ICVs was held in December with a presentation from the MPS Cleaning Contracts Consultant, who was able to address ICVs questions about cleaning and blankets - among the most prevalent areas of concern for ICVs across London.

6. ICVs are being recruited through word of mouth, careers fairs, local media and the ICV Scheme is now registered with all Volunteer Bureaux in London, as well as Do.it.org. Our first recruitment poster has been developed and is about to be printed, with more variations to follow. The ICV application form has been updated and a new recruitment pack is almost complete, as is an ICV Handbook. From April all existing and new ICVs will receive a folder from the MPA containing a memorandum of understanding, handbook, policies, protocols and other relevant information, which will be helpful to them in carrying out their duties.

Administrative handover of ICV Panels

7. Work is underway to ensure that handover from local panel Administrators to MPA staff is as smooth as possible. Two ICV Co-ordinators are already directly supporting Greenwich and Hillingdon ICV panels, which is going well. There will be a reasonable handover period with new staff and they will have the opportunity to go out a meet their panels before taking over administrative responsibilities. Two new staff are former local Administrators - one being transferred under TUPE.

Consultation with ICVs

8. ICVs have been consulted on the changes through their Panels and directly, throughout the process. Following the production of the initial document in the summer, the MPA suggested a number of modifications to the draft operating structure. These were welcomed by ICVs at a Chairs and Administrators meeting in October. Based on comments received, a revised draft of the operating structure document was sent out to every ICV before Christmas, giving them an opportunity to comment before a final version is produced.

9. The ICV Programme Board met on the 8 of December and welcomed the revised operating structure document as an improvement on the first draft. ICV representatives made a number of comments, the majority of which have been incorporated into the final version of the document that appears in the Appendix 1. The final version also incorporates many of the comments and suggestions received from ICVs.

10. It was agreed in December that the ICV Programme Board, which was set up to oversee the reform process, has achieved the vast majority of its original objectives. The few remaining tasks are on course to be achieved by March 2007. With the work programme complete, the Programme Board will be disbanded and new consultation mechanisms will be established from April 2007. The MPA would like to express thanks and appreciation for the commitment and valuable contributions of the four ICV Programme Board representatives, Rachel Harper, Len Clark, Samuel Wynter and Mick Farrant, to the overall development of the London ICV Scheme over the last two years, and for all their hard work.

11. The new structure will allow for wider engagement and consultation with ICVs through a number of key mechanisms. A broad based ICV reference group with be established; short term ad-hoc working groups will be set up as required; regular cluster meetings of panel Chairs will be held and there will be a pan-London Chairs meeting at the MPA at least once a year. Significantly, from April 2007, ICV Co-ordinators will attend and support all panel meetings, enabling more effective, direct communication between ICVs and the MPA on a day to day basis.

12. It is recognised that some fine-tuning of the scheme may be necessary once it is operational and the new structure will be subject to review in April 2008, after a year of operation.

C. Race and equality impact

1 The impact of these changes on race and equality will be positive. The model of administration will enable MPA officers to be involved in the recruitment and selection of volunteers. This will mean that MPA equal opportunity policies will be adhered to throughout this process and that relevant statistics will be collated on the make up of potential and actual ICVs. It will also enable the MPA to standardise the interview process, ensuring that all Panels address questions of equality as part of the interview with perspective candidates.

2. Economies of scale will mean that the core staff team can pool resources in advertising for new ICVs and alongside local recruitment. This has the potential to greatly broaden where and how opportunities are advertised across London, enabling the scheme to reach a much wider and more diverse audience.

3. MPA staff would have a responsibility to ensure that as far as possible, Panels reflect the make up of the community in which they operate. Whilst we currently ask Panels to try to achieve this, there are some Panels that are very homogenous and do not successfully reach out to other communities in their area. This is something that the MPA will be able to challenge in future.

4. Currently, as the MPA is not involved directly in recruitment, the only information collated on the make up of the ICV population is age of ICVs. From April we aim to collect relevant monitoring information where possible from existing ICVs, as well as those who apply. This should enable us to build a much clearer picture of the existing diversity, and to highlight areas that may benefit from targeting in future recruitment. A chart on the make up of the London ICV Scheme by age is attached at Appendix 2.

5. Under the new arrangements, MPA staff will be involved in delivering training for ICVs and as with recruitment, will be able to ensure that equal opportunity policies are adhered to and issues of equality and diversity are consistently addressed as part of the training.

6. As part of the new arrangements, the MPA will be able to institute specialist cultural awareness and diversity training for ICVs.

7. Effective information gathering about visiting, made possible through a unified team and standard systems, will enable the MPA better to identify and address with the MPS issues affecting the treatment of minority groups as detainees and to secure fairer services.

D. Financial implications

1. The current ICV budget for 2006/07 is £451,375 and the proposed budget for 2007/08 is £456,871. The proposed budget is currently under consideration as part of the zero based budgeting exercise being undertaken within the MPA and there may be a need to review the draft budget requirement for 2007/08.

2. Funding will be reviewed throughout the course of 2007/08 and any significant additional resource implications or deviations from the proposed operating budget will be reported back to COP. It is felt that the potential long-term benefits of having a better-managed, safer scheme outweigh any short-term increase in costs that may occur.

E. Background papers

• Appendix 1 - Governance and Operation of the London ICV Scheme
• Appendix 2 - Current London ICVs - by age and borough

F. Contact details

Report author: Kerry McClelland and David Riddle

For more information contact:

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

Appendix 1: Governance and operation of the London ICV Scheme

April 2007

This document sets out how we envisage the key elements of the London Custody Visiting Scheme to look from April 2007. We have taken into account comments received from ICVs during two consultations on the draft and other suggested changes.

Further changes may be made as the scheme evolves under the management of the MPA. The purpose of this document is to give some more detail around the structures, systems and practices, which we intend to develop for the London ICV Scheme.

1. Organisation of custody visiting in London

1.1 The MPA has a statutory responsibility for organising and overseeing custody visiting in London, and as such, owns the London ICV Scheme. The MPA will govern, organise and manage the scheme in accordance with the Home Office Codes of Practice, National Standards and good practice from custody visiting schemes around the UK

1.2 The MPA intends the independent custody-visiting scheme for London to be a unified, pan London scheme, carried out by volunteers (known as Independent Custody Visitors) organised into 32 borough based panels, supported by and closely connected to the MPA through the ICV Co-ordinators

1.3 ICVs are recruited as independent members of the community at the point of recruitment. In signing up as volunteers, ICVs become part of the MPA’s Custody Visiting Scheme. ICVs will be governed by and act within the framework laid down by the MPA in the memorandum of understanding and Panels will operate in accordance with the provisions of this framework document and the MPA ICV Scheme Handbook

1.4 In addition all ICVs will be issued with a role description, an ICV Handbook, and various policies and protocols, including the Codes of Practice and National Standards governing Custody Visiting. ICVs are expected to adhere to any such guidance for the duration of their volunteering

1.5 The MPA will seek to improve custody visiting practice. We recognise and value the expertise and experience that ICVs have in relation to custody visiting and value the additional skills and experience which many custody visitors also bring to the role. We would like to use that expertise to help develop the London Scheme into a centre of excellence for custody visiting.

1.6 The MPA is committed to consult ICVs on issues related to the practice of custody visiting and issues arising from custody visits. The MPA and the Commissioner strongly welcome input from ICVs about issues relating to the practice of custody visiting and issues concerning improving the welfare of detainees

1.7 Through the ICV Co-ordinators, we look forward to building a closer relationship with all London ICVs. We are committed to ensuring that ICVs feel recognised and valued by the MPA for the vital and valuable role that they undertake. We intend to provide the support and back up that ICVs need to enable them to focus on and develop in their volunteer role

1.8 The reform of the ICV scheme is designed to support ICVs and to build a more coherent structure through which to positively influence policy and practice in relation to the welfare of detainees

2. Profile-raising measures

2. The MPA aims to raise the profile of custody visiting in London. Currently many Londoners have no idea that custody visiting exists. Part of the remit of Independent Custody Visitors is to offer reassurance to the community and this is necessarily bound up in profile raising

2. 1 Whilst this can, and in many cases is, being done on a local level, pan-London awareness raising and reassurance would mean that we were informing more Londoners of the valuable role that ICVs carry out

2.2 To this end, we intend to develop pan-London ICV marketing strategy and recruitment strategies. Opportunities will be sought though a variety of mechanisms to raise the profile of custody visiting in London throughout the year

2.3 An annual recognition event for ICVs will be held which can also provide an opportunity to promote the role of ICVs with the media

2.4 Formal networks with other criminal justice visiting bodies ie: Appropriate Adults, Independent Monitoring Board, Prison Visitors and lay observers will be developed, enabling us to share information, practicalities and practices where applicable

2.5 Good internal links will be built between ICV Co-ordinators and appropriate Borough links within the newly developed MPA Engagement and Partnership unit, enabling us to tap in to relevant local initiatives in terms of recruitment, profile raising, community reassurance and other benefits

2.6 A closer working relationship will be developed with Custody Directorate to ensure that the role of ICVs is promoted and explained to all Custody staff and that significant pan-London issues are escalated upwards when appropriate.

3. Recruitment

3. We believe that recruitment to the ICV Scheme can be carried out more effectively through a structured process involving a regular, centralised intake of ICVs. From spring 2007, we intend to pilot a centralised recruitment process, alongside existing borough-based recruitment. As part of this pilot, information sessions and interviews for new ICVs will be organised centrally.

3.1 The introduction of an information evening would serve several functions:

• Provide an opportunity to raise the profile of the scheme – the evening will be publicised on the MPA’s website and in the free media (ie: Guardian ads/Metro etc)
• Give people who think they may be interested an opportunity to find out more about what custody visiting is really like, so that they can better assess whether or not custody visiting is for them, without committing themselves to an interview
• Enable us to generate a buzz of interest in custody visiting
• Help insure that prospective volunteers understand the role of the MPA at an early stage and identify the MPA as the organiser of the London scheme

3.2 Whatever the outcome of the pilot, we intend to continue to advertise locally, as well as through pan-London mechanisms. We will seek ICVs views and engagement with local recruitment methods and initiatives

3.3 Work will be undertaken to ensure that all recruitment to the London ICV Scheme is carried out in accordance with the MPA’s generic equalities policy. We are fully committed to ensuring that those recruited to the ICV scheme respect and are inclusive of the diversity of London and of the communities that they serve. All appointments will be made on merit.

3.4 Annex A describes in more detail, how pan-London recruitment could work. It is intended that the pilot will be conducted using a scaled down version of what is described. Local recruitment, with the involvement of MPA Co-ordinators, will be conducted alongside this pilot.

Advertising

3.5. The ICV scheme will be advertised through a variety of mediums including: the MPA website; articles and advertisements in the local press; advertisements in the national press; word of mouth; volunteer/career fairs; Do-it.org; Volunteer Bureaux and other community networks. This is not an exhaustive list

3.6 Tried and tested local methods will be pursued alongside pan-London initiatives. Suggestions around how best to recruit in the local area will be listened to and local events can be attended for this purpose where appropriate

3.7 Branded ‘London ICV Scheme’ recruitment materials will be developed and produced by the MPA. Work will be done on developing materials which target specific, under represented groups such as: Muslims, young people, people with disabilities and other under-represented groups

4. Training

4. The MPA views training as a vital component in enabling ICVs to carry out their role. More emphasis will be placed on training and all ICVs will be expected to complete basic training, diversity awareness and refresher training.

Basic training

4.1 Attendance at ICV Basic Training is a requirement for all London ICVs. ICVs are normally expected to complete ICV Basic Training before they begin visits, however once vetted, they can be put on the rota to observe visits prior to basic training

4.2 Where the training is spread over two evenings, the ICV must commit to attending both evenings. Where an ICV fails to attend the second part of a training event, they are not considered to have completed basic training and may be asked to attend a full basic training session on another occasion.

4.3 If the trainer has concerns about an ICV as a result of observations made at basic training, these should be discussed with the participant and where necessary, raised with the ICV Co-ordinator responsible for their panel, who must discuss this with the ICV Scheme Manager and Chair of the panel

4.4 Any such concerns should be considered as part of the assessment review and if still relevant, addressed with the ICV as soon as possible and at latest, during their 3 month review.

Refresher training

4.5 All ICVs should have the opportunity to attend refresher training. All ICVs are expected attend one session of refresher training every 2 years. Failure or refusal to do so will be taken into account in reviewing ICVs accreditation at the end of 3 years

4.6 The MPA has the right to ask any individual ICV to attend refresher training at any point in their tenure. Again, refusal to do so will be taken into account in reviewing accreditation

Diversity awareness training

4.7 All ICVs will be expected to complete diversity awareness training as part of their volunteering.

Additional training

4.8 Other forms of training may be offered to ICVs to supplement basic, refresher and diversity training

4.9 For instance elected Chairs will be offered appropriate training to assist them in their role. Chairs will normally be expected to attend this, particularly where they have no previous experience of this role

4.10 Ultimately, the MPA envisages that all ICVs involved in interviewing will be expected to attend training around this. ICVs involved in the recruitment pilot will be expected to attend training at an early stage

4.11 From time to time, other additional training may be arranged which ICVs will be encouraged to attend.

5. Process for the Assessment period

Observation

5. As security clearance can take some time, in order to retain and engage newly recruited ICVs, they may be invited to attend some parts of the panel meetings, at the discretion of the Panel Chair

5.1 New ICVs will normally not be able to participate in a visit until they have completed their basic training and received their security pass, however once they have received their clearance, they can go on the rota to observe visits with another pair of experienced ICVs

Accreditation

5.2 Accreditation and the assessment period start from the date that a new ICV is informed in writing that their security clearance has been successful

5.3 Usually they would have signed up for Basic Training by this point. Basic Training should ideally be completed within the first 3 months and needs to be completed within the first 6 months, unless there is an exceptional reason why this hasn’t been possible

5.4 Accreditation will be formally confirmed after the new ICV has successfully completed his or her assessment period

First 3 months

5.5 Once trained, each new ICV will normally be paired on the rota with the Chair, Vice Chair and another experienced ICV for their first 3 visits

5.6 At the end of their first 3 months, the Chair will discuss progress with those that the new ICV has been paired with and with the ICV Co-ordinator. The Chair or the ICV Co-ordinator will contact the new ICV with feedback on the visits undertaken in this period. This will be done either by phone or face to face

5.7 New ICVs will be given the opportunity to say how they have found it and whether they are keen to continue. Where appropriate the Chair/ICV Co-ordinator will raise any learning points or areas they feel new ICVs needs to focus on. These should be noted by both ICVs and the Chair/Co-ordinator

Next 3 months & the review meeting

5.8 New ICVs will make their next 3 visits with other experienced visitors. The Chair/Co-ordinator will seek informal feedback from the people the new ICVs have been paired with, prior to meeting with them to discuss their assessment period

5.9 The meeting should take place at the end of the first 6 months, and ideally after the new ICV has completed 6 visits. The meeting will usually happen just before the next Panel meeting and will consist of the new ICV, the Chair, ICV Co-ordinator and may or may not include the Vice Chair or another experienced visitor involved in their first 3 visits

5.10 New ICVs will be given the opportunity to comment on their experiences and to review the past 6 months. The Chair will give them feedback on their progress, including any areas that may need attention. The meeting will focus on the new ICVs’ performance as a whole during the preceding 6 months

This will include a review of:

• Attendance at Panel meetings (not missed more than 1 meeting)
• Completion of basic training (within the first 3 months ideally and definitely within the first 6 months)
• Conduct (during visits, at panel meetings, with fellow ICVs, with police)
• Visits (arriving on time, developed confidence in conducting visits, made correct checks, raised issues with the police as required, accurate completion of visit report form etc)

Outcome of review meeting

5.11 At the end of the meeting, new ICVs will either:

• Be informed that they have passed their assessment period
• Be informed that their assessment period will be extended for a set period – this will happen if there are minor concerns about their visiting practice, conduct or attendance at panel meetings – or if they have not completed the basic training. If this happens new ICVs will be made aware of what they need to work on in the intervening period and a further meeting will be set to review progress
• Be informed that they have not passed their assessment period and given the reasons for this. This will usually happen if there are serious concerns over their visiting practice, conduct or attendance at panel meetings and there has not been sufficient improvement after the 3 month review. If this happens new ICVs will be told that their accreditation will be revoked. If they feel this decision is unfair, they can appeal against it.

6. Minimum requirements for ICVs

6. Every ICV will be asked to sign a Memorandum of Understanding, as part of the condition of their volunteering with the police authority. The Memorandum of Understanding outlines what the MPA expects from each ICV, and in turn, what each ICV can expect from the MPA in relation to their volunteering activity

6.1 ICVs will be asked to ensure that they can meet the minimum requirements and should this change, the MPA has a right to review their continuing accreditation

6.2 All ICVs will be asked to adhere to these minimum requirements, as outlined below (and in more detail in the Memorandum of Understanding). Adherence to these requirements will be monitored by the MPA in a timely fashion and will be considered to be an important part of each ICVs continuing accreditation

6.3 In addition to the probationary review, the performance of each ICV will be reviewed at least once every 3 years, in order to agree whether or not accreditation should be renewed for a subsequent 3 year period. These reviews will be organised by the MPA.

6.4 Performance against panel targets will be discussed regularly at panel meetings, as will details of visiting frequency. All panel members will be expected to make attempts, collectively and individually to ensure that targets are achieved

Frequency of visits

6.5 The expectations set out in the Memorandum of Understanding, form the basis of the MPA’s governance of the London ICV Scheme. In broad terms, the MPA expects ICVs to ensure that each of the 52 London custody suites which operate on a 24/7 basis are visited at least once per week by a pair of custody visitors

6.6 Each custody visitor is expected to carry out 12 visits per annum – the equivalent of one visit per month. Where this is not practicable, for instance due to visitor numbers significantly outweighing the number of custody suites in a borough, an alternative agreement will be reached which visitors will be asked to adhere to. Each ICV is expected to attend a minimum of 80% of his/her scheduled visits

6.7 Overflow stations, mobile custody suites, short term holding facilities and high security suites may be subject to different frequencies. Frequencies for these facilities may be agreed locally in consultation with the MPA and the police

6.8 The frequency of visits must be sufficiently regular to support the effectiveness of the system but not so frequent as to unreasonably interfere with the work of the police

6.9 As each panel will have a different number of visitors and varying numbers of custody suites and cells, visiting targets will be set individually for each panel by the ICV Scheme Manager in consultation with the Panel Chair, the ICV portfolio member and the Borough Commander

6.10 Each Panel will be made aware of it’s target number of visits and a collective effort should be made to meet this target

6.11 Panels are expected to ensure that the times and days of visits are varied to cover Monday to Sunday from 00:00hrs to 24:00hrs. It is anticipated that the majority of visits will take place between 08:00 and 24:00, however Panels should be mindful of the need to ensure that a small portion of visits take place between 00:00 and 08:00 each year

6.12 The frequency and pattern of visits will be monitored by the MPA and discussed with panels. Visits made by each ICV will be recorded by the MPA and failures by individuals or panels to meet minimum requirements of visiting frequency will be addressed by the MPA with that individual or panel through informal and (where necessary) formal processes

6.13 It is important that it is recognised that the success of custody visiting as a whole, is dependent on the personal commitment, co-operation and willingness of each individual to work together with their fellow panel members for the benefit of detainees

Visit report forms

6.14 Each visit must be recorded on the standard visit report form, which should be fully completed for each detainee and returned to the ICV Co-ordinator as soon as possible after the completion of the visit

6.15 Visit report forms will be entered on to a central database and used to record a variety of information including frequency/patterns of visits and the frequency/patterns of issues emerging from visits

6.16 Reports will be produced for the London Scheme as a whole on a quarterly basis and information from these reports will be presented to the MPA’s Co-ordination and Policing Committee as required

7. Role of the Panel Chair and Vice Chair

7. The Panel Chair plays a significant role in the management, oversight and leadership of the local panel. The MPA does not intend to place restrictions on tenure of Chairs, however an election for the role of Chair and Vice Chair must take place each year

7.1 The Panel Chair has a clear role, set out in a role description. This will include: helping organise the rota, chairing the meeting, helping cover visits when required, liaising with the local police and the ICV Co-ordinators, as well as leading on bringing forward custody issues and liaison with other local bodies involved in community safety. The full role description is attached at Annex 2

7.2 Vice Chairs will support Chairs in their roles with the panel and stand in for Chairs as required during periods of sickness, holiday or other absences. A separate role description does not exist, as many of the responsibilities will be shared with Chairs. Specific duties for Vice Chairs can be negotiated with Chairs and ICV Co-ordinators. The main purpose of the role is to provide additional support and continuity for the panel, particularly if/when Chairs are absent

7.3 The MPA will provide training for Chairs/Vice Chairs, to support them their role

7.4 In order to safeguard the integrity of the panel, the MPA consider it to be good practice for the Chair and Vice Chair not to have any formal relationship to each other outside of the panel (ie: are not related, married or domestic or business partners)

8. Accreditation reviews - 3 years

8. All ICVs accreditation will be formally reviewed every 3 years. The ICV Co-ordinator will set up a review meeting. The Chair of the panel (or Vice Chair if Chair is being reviewed) will be given and opportunity to raise issues of concerns or particular praise with the ICV Co-ordinator prior to the meeting.

Review meeting

8.1 The meeting will usually be between the ICV Co-ordinator, Chair and the ICV being reviewed. In the case of the Chair, the ICV Scheme Manager will conduct the review

8.2 The meeting will focus on giving the ICV an opportunity to reflect on the last 3 years, their experiences and their continued desire (or not) to commit to the panel

8.3 The 3-year review will follow a similar format to the assessment review, in terms of looking at issues such as:

• Attendance at Panel meetings
• Completion of refresher training
• Conduct - during visits, at panel meetings, with fellow ICVs, with police
• Visits - number of visits undertaken, reliability, timekeeping, visiting practice

Re-accreditation

8.4 At the end of the meeting a decision will be made based on an assessment of the factors above and the individuals willingness to continue as an ICV

8.5 If a joint decision is made for the ICV to continue he/she will be written to confirming that accreditation has been renewed for a further 3 years

8.6 If the ICV wishes to continue but concerns have been raised by the Chair or ICV Co-ordinator, these will be discussed with the ICV at the meeting and where possible an action plan will be agreed about how to go forward

8.7 Another review date will be set for 3 months time to assess progress against any agreed/requested actions. At that meeting a final decision will be reached as to whether or not it is appropriate for the ICV’s accreditation to be renewed. The ICV has the right of appeal against this decision.

8.8 The same pattern of formal review will be followed with each ICV every 3 years. At the end of 9 years service, in addition to this review meeting, the ICV Co-ordinator may request that they or the Panel Chair observe some visits that the ICV undertakes as part of the re-accreditation process

Other circumstances for non-re-accreditation

8.9 ICVs cannot be considered for re-accreditation under the following circumstances:

• They have not made any visits in the past 6 month period
• They have not attended any panel meetings in the past 6 month period
• They are suspended

8.10 ICVs who are in any of these positions (for whatever reason) will be written to and informed that their accreditation has expired and that it is not possible to renew it. ICVs in this situation may choose to reapply to the scheme at a future date

9. Communication mechanisms

9. There are a number of mechanisms through which the MPA will communicate with and seek the views of ICVs. These include Panel meetings, Cluster meetings (for Chairs/Vice Chairs) and Pan-London meeting (for Chairs/Vice Chairs).

9.1 The MPA will also provide a regularly bi-monthly newsletter to ICVs, supplemented by information bulletins when necessary. Bulletins will cover national policy changes/new developments that affect ICVs. ICVs will be encouraged to contribute to the newsletter and to share ideas and experiences from individual panels. Newsletters will sent to all ICVs who wish to receive them by post and will also be available on the MPA website.

9.2 In addition, we propose to establish an ICV reference group (more details below) as a more formal forum to seek views from ICVs

9.3 It is important that ICVs feel able to raise issues of significance in relation to custody with the MPA at any time. The mechanisms below provide forums in which to raise issues, but in addition to this, ICVs should feel able to speak to their Panel Chair or the ICV Co-ordinator at any time, should they have a concern or an issue that they feel may have significant implications

9.4 Should an ICV feel that there is a significant issue concerning the welfare of detainees or the practice of custody visiting as a whole, he/she may prefer to raise it directly with the ICV Scheme Manager or the lead Member for custody visiting in the MPA, after referring to any relevant policies

9.5 ICV Co-ordinators will feedback to panels on a regular basis using information gathered from the database. This will be one of the tools used to monitor panel performance and to identify patterns from custody visits. All information provided to panels will be made anonymous and individual panel members will not be identified

Panel meetings

9.6 It is suggested that a bi-monthly meeting structure provides the necessary mechanism for panel business to be conducted effectively. From April 2007 local arrangements will be continued where this is preferred. Meeting structures will be reviewed with the ICV Co-ordinator and changes may be considered at later point, if appropriate. ICV Panels should meet regularly (whilst frequencies may vary they should be no more frequently than monthly nor less frequently than quarterly).

9.7 Members of the panel elect a Chair and a Vice Chair once a year. It is recommended that a Chair does not serve more than 2 consecutives terms in that role, however this will be up to panels and no restrictions will be placed on the term of office. The MPA may review this at a later date

9.8 An MPA officer (the ICV Co-ordinator) will be allocated to each panel and will provide administrative support and guidance to the panel. The ICV Co-ordinator will provide practical support at meetings, including minute taking. In conjunction with the Panel Chair the ICV Co-ordinator will also monitor panel and individual performance, visit frequency, and address local issues. The MPA will provide Panels with a clear statement of what they can expect from ICV Co-ordinators

9.9 ICVs are responsible for directly raising issues with the Police through their visits and for satisfying themselves – on behalf of the community – with the police response. No MPA officer will ever seek to alter or deflect any comment made by an ICV, or to act in any way independently of the Panel in terms of relationships with the police. Outside of visits, communications between ICVs and the Police should always go through the Panel Chair (or the ICV Co-ordinator, for routine follow up).

9.10 ICV Co-ordinators have a role in following up with the police any issues raised on visit report forms that require a response. For any major/urgent issues raised by ICVs but not resolved immediately during their visit, ICV Co-ordinators will liaise closely with the Chair of the panel to agree how best to follow up the issue. Co-ordinators will also provide feedback to the Chair & ICVs between visits on any issues of this nature, where necessary

9.11 Issues for the Police and where relevant, responses from the Police to issues raised on the visit report forms, will usually be compiled by the Co-ordinator in advance of the Panel meeting. The local Police representative will be expected to attend panel meetings to discuss issues directly with the Panel

9.12 The Co-ordinator will have a role in ensuring, on behalf of the Panel, that issues are responded to and dealt with in a timely way. Only the Panel will be able to say if the outcome is satisfactory

9.13 All ICVs are expected to attend panel meetings regularly as part of their agreement to volunteer (see Memorandum of Understanding) and to contact the Chair or ICV Co-ordinator if they cannot attend. ICVs are expected to attend a minimum of 80% of all panel meetings, unless the ICV Co-ordinator is notified of extenuating circumstances

Cluster meetings

9.14 ICV Co-ordinators will meet with Chairs of Panel clusters quarterly in groups of approximately 8 panels (ie: 8 Chairs and 2 Co-ordinators) - meetings rotated round each of the 8 areas. Chairs are expected to attend cluster meetings as part of their role

9.15 Cluster meetings will provide an opportunity for Chairs to raise any broader or persistent issues of concern that may need to be raised with the Custody Directorate or the MPA, to share and compare issues and learning and practices with other Chairs, and to provide mutual support

9.16 The ICV Scheme Manager/Lead Member/Deputy Chief Executive will attend when required

Pan London scheme meeting

9.17 ICV Scheme Manager, Lead Member, Deputy Chief Executive, Chair of Authority, Custody Directorate & ICV Co-ordinators meet with all Panel Chairs annually. Chairs are expected to attend as part of their role

9.18 This will provide a forum for Chairs to get together as a group and the focus will be on discussing pan-London strategic developments /improvements/the performance of the scheme as a whole/pilots or suggestions for joint work

ICV reference group

9.19 Within the new structure it will remain important to have a way of canvassing ICVs opinions on issues and consulting ICVs around changes. Rather than continue with the Programme Board, from April 2007 we propose to establish a reference group of ICVs whom we can engage with around broader issues concerning the scheme. The group will have the opportunity to give their opinions on a range of issues surrounding the development of the scheme across London

9.20 It is intended that the group consist of up to 20 ICVs (approximately 5% of the current total). Ideally the group would be constituted from a mix of Chairs, Vice Chairs and other Panel members, both experienced visitors and newer recruits. We would like the reference group to consist of a good mix of ICVs in terms of age, gender, ethnicity, geographical location, length of service and experience. We will endeavour to ensure the group has a balanced membership from across the ICV community, bearing in mind that other routes exist to canvass views of Chairs/Vice Chairs

9.21 So as not to demand too much of people’s time, the predominant mechanism for consultation will be email. Terms of reference for the group will be developed and an invitation to express an interest will be circulated to all ICVs. If we received more than the required number, a reserve list will be held and those on it will be contacted when people choose to leave the group

9.22 Smaller ad hoc working groups, drawn from the reference group and the wider ICV community, may be established from time to time to enable us to work through significant issues or pieces of work. The reference group may also meet on occasion if this seems appropriate

9.23 The flexibility of this mechanism will enable us to canvass a range of opinion on key issues quickly. This should work in tandem with the cluster meetings, which will focus on issues raised by Chairs on behalf of their Panels and also as a forum in which to discuss issues that the reference group may be considering

9.24 In order to dovetail with cluster meetings, we will encourage members to give us their own personal view on any given issue, rather than necessarily seeking to represent views of their Panels, which can be represented at the cluster meeting. We would naturally expect views to coincide in many instances, but there may be times when they do not

9.25 The development of the reference group will enable us to consult more broadly and hear more ICVs views. Having a mix of new and experienced ICVs will be helpful in bringing fresh ideas and new ways of doing things as well as the particular experience and wisdom that long serving ICVs bring

ICV Annual report

9.26 An annual report on custody visiting in London will be compiled each year. This will be compiled from shorter individual reports produced by each panel for the local community. Panel members will be expected to contribute to this report, which will be led by the Panel Chair and supported by the ICV Co-ordinator

9.27 The annual report will have a section on performance against targets, providing a degree of public accountability for the scheme

9.28 The annual report should be widely distributed by the MPA and the Panel and can also provide a mechanism for raising awareness of custody visiting in the capital

10. MPA internal reporting structure

Team meetings

10. ICV Co-ordinators will meet monthly with the ICV Scheme Manager to report back on performance, issues raised & to work on broader developments for the London scheme

Strategic liaison with MPS

10.1 The ICV Scheme Manager & Lead Member will meet with Custody Directorate 6 times per year to discuss broader issues concerning custody visiting and improvements required to ensure that the scheme runs effectively. ICVs may be invited to attend to represent particular issues.

Role of the lead Member & strategic oversight

10.2 The ICV Scheme Manager, Lead Member and Deputy Chief Executive will meet monthly to discuss the London ICV Scheme

10.3 The lead Member for Independent Custody Visiting is responsible for ensuring that an account of custody visiting is given to the Authority on a regular basis.

10.4 Reports on the ICV Scheme and related custody issues will usually come to the MPA’s Co-ordination and Policing Committee, through the lead Member. If there is a specific issue which ICVs and the MPA agree should be reported on (eg: immigration detainees), a report or commissioning brief may be submitted for note or approval by this committee. It is suggested that Panels have a section at each meeting headed ‘matters for the MPA’ to facilitate this process

10.5 Performance reports and statistical information collected from visit report forms will be made available to this committee and to any MPA Member who requests it. Any information provided will not allow for individual ICVs to be identified

10.6 Should a Panel Chair be dissatisfied with the way an issue raised by the panel concerning custody is being dealt with by MPA officers, he/she has recourse to raise the issue with the lead Member, who has ultimate responsibility for the ICV portfolio within the MPA

Annex A: ICV Scheme - Recruitment pilot

Certain aspects of the pilot approach to interviewing will be introduced across the board from April 2007 ie: standard interview format/questions/scoring; the make up of the selection panel (2 ICVs, 1 MPA Co-ordinator). Where this is the case these points will be marked with an asterisk (*) for clarity

Information sessions & application

1. During the pilot phase we will start with one information event, which will be evaluated and reviewed. If the pilot is successful between 4-6 information sessions per year will be held at easily accessible central locations.

1.1 Anyone who expresses an interest in becoming an ICV will be sent an application pack. This will also be available for downloaded from our website, along with the application form (*)

1.2 Dates of the next information session will appear on the website and will be send out with the application pack. People will be asked to let us know if they would like to attend.

1.3 The format of the event has yet to be finalised but will hopefully include: a presentation on the scheme by an MPA Co-ordinator; a ‘real life/day in the life of a custody visitor’ type talk, given by a custody visitor; a question and answer session; the opportunity for people to sign up for an interview slot (& take away or fill in an application form if appropriate) and take away a vetting form.

Arranging interviews

1.4 Following the information session, interviews will be arranged in blocks based roughly on the cluster meeting structure (ie: 4 geographical areas eg: SW, NE, NW, SW).

1.5 At the information session people will be able to sign up for an interview in their area at a specific date and time. Following the information session, each person will receive a confirmation of their interview in the post, with information on the interview, a map and information on what they need to bring with them ie: documents relating to vetting etc.

1.6 If for example only one person signs up for a particular block, he/she can be contacted and the interview re-arranged for just before the panel meeting of the borough he/she wishes to join

1.7 If the pilot is successful and rolled out across London, attendance at the information session will be promoted as part of the joining process. If there are people who would like to apply but cannot attend the information session, then they can, at the Co-ordinator’s discretion, still be reserved an interview slot following the information session.

Interviews and selection panels

1.8 Interviews will be booked en bloc and will be held in the evening. Each interview should not last more than 20-30 minutes and sessions will be offered between the hours of 6pm and 9.30pm, with slight variation depending on availability of panel members/venues. 4-6 candidates can be invited for each block (*)

1.9 The selection panel will include ICV Chairs, Vice Chairs (and possibly other experienced and interested ICVs who would like to volunteer for this). Each selection panel will consist of 2 ICVs and 1 member of MPA staff (*)

1.10 If the pilot is successful, all members of the selection panel will receive training on interview skills and guidance/training around equal opportunities. It is anticipated the total pool of ICVs involved in selection panels will be large and ideally should involve at least 1 but no more than 2 ICVs from every panel (ie: up to 64 people)

1.11 As interviews will be organised in relation to the geographical clusters, it would make sense to ensure that two ICVs from the particular cluster area sit in on interviews for that cluster.

1.12 Interviews will be held in venues/areas that are easily accessible by public transport within the 4 broad geographical clusters

1.13 Depending on the volume of applications, it is anticipated that interviews will be booked on consecutive evenings. There will be up to 16 ICVs to draw on for the interviews, with 2 required to attend each evening. If we imagine that 30 new applicants are interviewed in each area, that would mean 6 interview sessions, involving up to 12 ICVs in total. ICVs will not necessarily be interviewing candidates for their own panel.

1.14 A standard format and scoring system for interviews will be developed, building on existing good interview practice. After each interview session the ICV Co-ordinator will notify candidates of the panels decision. If they are successful, the candidate will be allocated to their home panel (*)

Annex B: MPA independent custody visiting scheme

Role description - Panel Chair

1. To work with the ICV Co-ordinator in ensuring that panel meetings are properly convened
2. To chair panel meetings and facilitate participation in these meetings
3. To work with the ICV Co-ordinator to ensure that a mutually agreed rota for custody visiting is devised
4. To communicate with the ICV Co-ordinator about any problems arising from the rota, including missed custody visits.
5. To establish and maintain communication with the BCU commander and police managers, and to raise and discuss as necessary any issues arising from custody visits with the appropriate divisional officer.
6. To communicate with the ICV Co-ordinator about issues arising from the meetings or the custody visitor reports.
7. To oversee the work of the custody visiting panel generally with a view to ensuring that visiting practices comply with the National Standards and any relevant MPA guidance, and that the frequency and pattern of visits meets the requirement
8. To set annual objectives for the panel, in conjunction with the ICV Co-ordinator and to review these at appropriate intervals
9. To identify any training needs arising and bring these to the attention of the ICV Co-ordinator.
10. To work with the ICV Co-ordinator to ensure that the panel’s composition reflects that of the local community
11. To ensure that new custody visitors are welcomed and supported by the Panel
12. To make initial visits with newly appointed custody visitors for induction/assessment purposes.
13. To work with the ICV Co-ordinator in formally reviewing assessment periods and 3 year re-accreditation processes, as required
14. To be the first point of contact for the police in relation to special visits for community reassurance purposes
15. To work with the ICV Co-ordinator in raising awareness about the work of the panel through relevant local networks, and when appropriate and in consultation with the ICV Co-ordinator, to act as the spokesperson for local media in matters concerning the local Panel
16. To represent the Panel in relevant local community forums such as CPCGs, and to take opportunities to reassure the community about the existence and effectiveness of visiting.
17. To produce in conjunction with the ICV Co-ordinator, an annual report on the work of the panel for the local community
18. To help with recruitment of ICVs, through participation in selection panels
19. To raise with the MPA any issues about custody conditions or the treatment of detainees that are not resolved satisfactorily at local level, or matters that may have implications for other Panels or for visiting practices generally.
20. To participate in occasional MPA run training and information sessions
21. To attend cluster meetings of Chairs and any other meetings with Chairs organised by the MPA, as required

NB: Chairs may wish to delegate certain responsibilities listed above to the Vice Chair.

Revised 22/01/07

Appendix 2: Current London ICVs - by age and borough

Age make up of ICV Panels

Chart data:

Age Make Up of ICVs

Chart data:

Send an e-mail linking to this page

Feedback