Guidance for unit staff on managing
additional communication methods being
introduced
Key messages
1. A number of measures are being taken to limit the spread of COVID-19 in our prisons.
These include stopping private visits, temporary release, and non-essential temporary
removal (as well as other things).
2. Stopping private visits, temporary release and non-essential temporary removal will
significantly impact prisoners. There is likely to be additional tension amongst
1
prisoners and concern on how they will continue to communicate with their family,
friends and whanau.
3. Given this, there are a number of additional/enhanced communication methods we
are providing to prisoners. These include:
a. Free phone cards (one free card per week for every prisoner
ormation A with the value of $5)
b. Additional CISCO phones being installed in units
c. Increased access to incoming prisoner emails
(1) Free phone cards
e
What?
1. Each prisoner will be given one free $5 phone card per week
When?
Un
2. This will come into practice fr
ed
om Tuesday 24 March 2020 onwards.
3. This will be reviewed every two weeks.
How?
4. The free phone cards will be sent to Prison Directors and are to be distributed once a
week to prisoners by unit staff.
Actions for custodial staff
5. The free phone cards will be sent to Prison Directors and are to be distributed once a
week to prisoners by unit staff.
6. It is important that the phone cards are distributed on the same day each week.
47 | P a g e
7. Each unit is required to keep a record of which prisoners are given a free phone card
(this is to avoid giving out multiple free cards to one prisoner within one week). 6(c)
Things to consider
x Prisoners’ use of telephones will likely increase.
x The number of prisoner telephones
that require a phone card will NOT be
increased.
x
6(c)
x
6(c)
x Custodial staff may experience an increase in workload due to more
C.01.Form.01 Prison telephone number request forms being processed, and
therefore more telephone numbers being vetted.
x Administration staff may experience an increase in workload due more
telephone numbers being vetted by Custodial staff. This may mean more
1
telephone numbers need to be loaded in the PTCCS systems.
(2) Additional CISCO phones in units
What?
8. CISCO desk phones are being distributed across the prison network for prisoner use.
ormation A
When?
9. This will come into practice from Tuesday 24 March 2020 onwards.
10. This will be reviewed every two weeks.
e
How?
11. CISCO phones will be provided to each site for Prison Directors to distribute across
units.
Un
ed
12. When selecting a room/office for the phone to be used, you must ensure there is
nothing else in the room that the prisoner must not have access to. E.g. Prisoner
files, operational documents, staff information, emails/unlocked network
computers, or items they could take from the office.
Actions for custodial staff
13. The following instructions must be followed for all prisoner use of the CISCO phones:
a. Only approved numbers from the prisoners’ phone list can be dialled, at the
prisoners’ request, and for friends/whanau calls.
b. Other calls, such as to support agencies, case managers, probation officers, the
NZPB and lawyers must also be managed similarly.
c. Staff must dial the phone number for the prisoner.
d. Staff must supervise prisoners using the phones and ensure;
I.
the call isn’t ended, and another call started
II.
the prisoner is afforded privacy (including from staff)
48 | P a g e
14. When the call is finished, the phone number must be cleared from the phone
(instructions for clearing the details are available in the user guides for the particular
phone model/series. The model number is located on the back of the phone).
7912
or 7800
15. Ensure the handset is wiped clean after each use with a disinfectant wipe or spray
and paper towels.
1
16. These phones will not require the use of a phone card. Therefore, unit staff will be
required to closely monitor the length of phone calls and prisoners’ use of the
additional phone.
Things to consider
ormation A
x
6(c)
x
6(c)
unit staff will be required to use their discretion to
prioritise the use of the additional phone. It is recommended that:
e
o Legal calls and calls for family emergencies are given first priority.
o The additional phones are used, when necessary, to facilitate pre-sentencing
interviews and conduct other pre-release activities with Probation Officers,
Case Managers and other support agencies.
Un
o Use of the additional phone for general pr
ed
isoner calls is on a case-by-case basis
and closely monitored by unit staff.
o The standard unit phones are to be fully utilised and prisoners will be able to
use their free $5 phone card per week to stay connected with their family,
friends and whanau during this time.
Instructions/guides for the phones can also be found by searching “Cisco Desk
Phone”, in Tatou.
(3) Increased access to incoming prisoner emails
What?
17. Emails will be promoted as an avenue for family, friends and whanau to keep in
contact with prisoners.
49 | P a g e
How to use the phones - prisons
1. Due to the restrictions relating to the COVID-19 pandemic, cisco desk phones have
been installed in your prisons for prisoners to use. Units have been given additional
phones to ensure that prisoners can keep in contact with their whanau during these
unprecedented times.
2.
6(c)
3. It is
vital that prison staff vet the numbers before calling as the operator is only there
to connect
approved calls.
4.
6(c)
1
5. If a prisoner wants to make a phone call, ask the prisoner for the phone number.
6.
6(c)
ormation A
7.
6(c)
e
8.
6(c)
Un
ed
9.
6(c)
51 | P a g e
How to use the phones – operator
Due to the restrictions in prisons relating to the COVID-19 pandemic, cisco desk phones are
installed in prisons for prisoners to use. Units have been given additional phones to ensure
that prisoners can keep contact with their whanau during these unprecedented times.
You will connect calls from prisoners to
approved recipients,
6(c)
6(c)
1
ormation A
e
Un
ed
52 | P a g e
Contact details to book phone calls with prisoners
1. Due to the restrictions in prisons relating to the COVID‐19 pandemic, CISCO desk phones
have been installed in prisons for prisoners to use.
2. Units have been given additional phones to ensure that professional who are assisting
prisoners e.g. Lawyers, Psychologists, Case Managers & Programme Facilitators can keep in
contact with their clients. A booking system has been introduced as the prisoner may not
always be available due to the COVID‐19 restrictions.
3. Below are the contact details for the different Sites.
4. Some are using group emails, in these cases leave your contact details and someone will
respond with a suitable time for you to call your client.
5. When booking a call with a prisoner please remember that prison operations may change
and your call may be unable to proceed as scheduled. Where this is the case, the prison will
make all efforts to contact you to reschedule the call.
6. Please also consider that in some areas the ability to move prisoners to the phones is
limited. This can be due to security classifications, staff availability and physical
characteristics of each site or unit.
NORTHERN REGION
Phone
Prison Unit
Comment
number
Out of Scope
Genera
NRCF l
Genera
l
Weka
Unit
Kahu
Unit
Units
AP
1-5
98
Out of Scope
Units
6&8
AP
Units
10
AP
Unit 11
AP
Unit 12
AP
Unit 13
Site
MECF Contac
t
Site
Contac
t
Site
Contac
t
Site
Contac
t
Site
Contac
t
Site
ARWC Contac
F
t
ASCF
99
Document Outline
