1.15.1 Escort Services Procedures |
REVISED CHAPTER
This Chapter was revised in March 2007. Revisions are contained in Section 12 and Section 14
SCOPE OF THIS CHAPTER
This Chapter contains procedures exclusive to the Escort Service.
Procedures which are relevant to other services, as well as the Escort Service (e.g. Complaints and Child Protection) can be accessed via the Contents List.
Contents
- Scope of the Service and Referral Procedure
- General Description
- Types of Journey and/or Escort
- Duties and Responsibilities of the Escort and Supervision Services Manager
- Operational Locations
- Welfare of Children
- Quality
- Preparation
- Assessment of Escort Staffing
- Vehicle Evacuation
- Escort Forms
- Receiving and Handing Over of the Child
- Prohibited or Unauthorised Objects
- Use of Physical Intervention
- Toilet Arrangements
- Loading and Unloading Vehicles
- Court Appearances
- Family Funerals and Similar Occasions
- Hospital and Dental Surgeon Visits
- Bedwatches
- Hospital Admission Following Outpatient Visit
- Management of Hospital Visits and Risk Assessment
- Vulnerable Children
- Suicide and Self-Harm Prevention
- Deaths Occurring During and Escort Operation
1. Scope of the Service and Referral Procedure
1.1 Scope of the Service
A national service, conveying boys and girls to and from Secure Training Centres (STCs ), secure children’s homes and Court to support the Youth Justice Board (YJB), local authority social services departments (SSDs) and youth offending teams (YOTs). Herts Care is to provide an efficient and timely collection and delivery service to the Courts and other agencies.
The welfare of the children looked after by Herts Care is of paramount importance and the letter and spirit of relevant legislation of child care, the rights of children and Human Rights is to be complied with at all times.
1.2 Referrals and Assessments:
Referrals for the Escort Service are usually taken by telephone. The information required is recorded on the Escort Booking and Invoicing Form. This form highlights the information required and prompts the relevant questions to be asked, i.e.
- Who is requesting the escort and the date and time of the booking.
- Date the escort is required
- Name of Young Person
- Any risks
- Number of escorts required
- Where Young Person is to be collected from (Inc. contact names and numbers)
- Where Young Person is going to (Inc. contact names and numbers)
- If Young Person is to be returned (Inc. contact names and numbers)
- Any additional information
- Local Authority details i.e. Social Worker Name, EDT etc.
- Invoice details
- Purchased order number if required
- Escorts who carried out the task
Once the escort task is completed the same form is submitted to accounts for payment showing the number of hours, hourly rate and mileage etc. to be invoiced.
The reverse side of the form records the escorts who were contacted to carry out the escort task, if they were available or not and what time they were notified regarding the escort task.
Authority to Escort Form:
This form is used as and when possible (mainly with return to Court or pre-planned escort tasks). It is faxed/e-mailed to the tasking Authority for their completion and is confirmation that they have tasked Herts Care Escorts to collect their Young Person.
2. General Description
- Modern family saloons and seven seater family vehicles
- On board refreshments, emergency equipment and entertainment suitable to the age, sex, religion and culture of the child
- Protection from public observation, curiosity, physical or verbal abuse
- One driver and two escorts per child
- Handcuffs not used (3 escorts if necessary)
- Girls accompanied by at least one female escort
- Special arrangements for children with disabilities or special needs
- Staff recruited and vetted as per Department of Health guidance.
- All Staff trained and Home Office certificated
- Escort teams based in North London, South West, East Midlands, West Midlands and Mid Wales.
3. Types of Journey and/or Escort
Herts Care may be required to undertake the following types of journey:
Deliver children (sometimes referred to as ‘trainees’ by Home Office/YJB) from one set of relevant premises to another (relevant premises are a Court, a secure training centre, a children’s home, police station, hospital, young offender institution etc.).
Transfer children from an STC or other set of relevant premises to other relevant premises (including from and to another place of detention under Section 2 of the Criminal Justice and Public Order Act 1994).
Transfer children on temporary absence from a children’s home or STC as follows:
- Hospital Bedwatch
- Identification parades
- Other compassionate leave/visits
- Other civil proceedings e.g. custody/family proceedings
- Returns of absconders from custody
- Transfers between relevant premises
4. Duties and Responsibilities of the Escort and Supervision Services Manager
The Escort Manager will be accountable to the General Manager of Herts Care:
- To ensure an efficient service to our customers, the Youth Justice Board, local authorities and YOTs.
- To ensure the proper deployment of vehicles and manpower so as to provide an efficient service to the secure training centres, Courts, local authority secure units and police, in performing escorting tasks, hospital bedwatches, visits and other external escorts.
- To liaise with all agencies involved in the youth criminal justice system in the course of providing the escort service and arrange and attend meetings where necessary.
- To maintain accurate records of all escorting activities, incidents, personnel and financial matters and prepare reports.
- To investigate complaints about or within Herts Care Escort and Supervision Services.
- To submit monthly quality assurance reports to the General Manager.
- To update the practices and procedures in accordance with operational requirements and changes in legislation.
- To maintain a high standard of service.
5. Operational Locations
Scott House
Hagsdell Road
Hertford
HERTS
SG13 8WA
Herts Care Group
Midlands Base
16, Quarry Road
Leekwootten
WARWICK
Warwickshire
CV35 7QJ
Herts Care Group
Horsham Farmhouse
Centre for Children
Tamerton Foliot
PLYMOUTH
Devon
PL5 4LH
Herts Care Group
Teignbridge Business Centres
Cavalier Road
Heathfield Industrial Estate
NEWTON ABBOTT
Q12 6TZ
Pen Y Banc
Centre for Children
Oakley Park
Llenidloes
POWYS
WALES
If the demand for escorting requires additional vehicles, the Escort Manager will arrange the hiring of contract vehicles.
6. Welfare of Children
Children under escort will be exposed as little as possible to public observation and proper care to protect children from curiosity, insult and physical or verbal abuse will be taken at all times.
Herts Care fully embraces the spirit and letter of the Human Rights Act 1998, and all Staff are to fully comply with the requirements of the act.
Girls under escort will always be accompanied by a female member of Staff.
Boys will always be accompanied by a male member of Staff.
Children with special needs, learning difficulties, disabilities or who are considered to be a suicide risk will be given special care and attention whilst under escort.
7. Quality
The Escort Manager will keep detailed records of all escorts and related tasks. The collected information will be used to assure the service specification and for the preparation of monthly quality reports.
8. Preparation
It is the responsibility of the Escort Manager to ensure that the Staff, vehicles and equipment are in a state of readiness.
All information received, giving prior notification of a possible escort task, is to be recorded and the appropriate action is to be taken to meet the demand if it is later confirmed.
9. Assessment of Escort Staffing
A risk assessment must be made on each escort task to establish the Staffing levels required ensuring the safety and security of the Staff and children. The make up of the escort team will be determined by the:
- Gender of the child
- Type of escort (Bedwatch, Court appearance etc.)
- Conclusions of the risk assessment
- Journey distance
A higher ratio may be necessary when the situation demands, i.e. where there is a known or suspected serious risk of abscond and/or self harm.
10. Vehicle Evacuation
Whatever the incident, the escort vehicle will only be evacuated if it is considered unsafe to remain in it.
The driver is always nominated in charge of the incident and he/she is responsible for making the decision to evacuate the vehicle.
The first consideration must always be the safety and welfare of the children and the Staff, and whilst security is very important, it must not be allowed to compromise safety.
In the worst situation, where life is threatened and it is not possible to make an orderly exit from the vehicle, the children should simply be let go, but still remain in the legal custody of the escort Staff.
If the children are released from the vehicle and circumstances permit, they will be released under the supervision of the escort Staff.
The children should be kept as near to the vehicle as is safely possible and out of public gaze.
Whenever a vehicle has been evacuated, the Escort Manager must be informed of: -
- The exact location of the incident.
- The circumstances giving rise to the incident.
- The present situation with regard to the children.
- The names and number of children and Staff involved.
- What assistance is required and from whom.
- The present situation with regard to the vehicle.
- Whether the police are in attendance.
The following additional arrangements must be undertaken by Escort Service Staff - in conjunction with the arrangements/procedures set out above:
- Report any changes to the scheduled arrival time to the contact at the destination and the Escort Office and give an amended time of arrival.
- Check the safety and security at the delivery/collection point and try to arrange for the child to be moved out of the gaze of the public (if that is relevant).
- Read the route order forms and escort information.
- Listen to any briefings on safety, security or special needs concerning the child.
- Become acquainted with the security situation at the destination.
- Support the officer in charge of the escort in searching the child and the vehicle and by keeping alert at all times.
11. Escort Forms
To perform escort duties effectively the Staff are to be provided with information about the child; collection and delivery location; route details and security and safety instructions.
If the child is the responsibility of the YJB, a prisoner escort record form (PER) will be given to Staff.
On receiving a copy of the PER, the escort team will maintain the record throughout the escorting task and then pass a copy to the representative of the unit/centre receiving the child against a signature.
Details of the escort team and communication telephone numbers will be set out in the Escort Plan with instructions about the escort task.
A comprehensive record will be maintained of every occurrence during the period a child is under escort on an Escort Incident Form.
11.1 Prisoner Escort Record
When collecting from an STC, or Local Authority Secure Children’s Home (LASCH) or other relevant premises, details of the child are to be entered onto a PER at the point at which the child is handed to the Herts Care escort team and continued until the child is handed over.
The following information must be included, where available, in the PER:
Details of Child:
- Surname
- Forename
- Alias
- Date of Birth
- Sex
- Reference Number
- Ethnic Origin
- Status
- Brief Description
- Not to be Released Tick Box
Escort Details
- From
- To
Child Property
- Seal Number
- Received Signature
- Hand-over Signature
Warning Tick Boxes
- High Security Risk
- Violent
- Abscond Risk
- Handcuff Request
- Security Information Attached to Form
- Bully
- Drug User
Medical Alert Tick Boxes
- Suicidal/Self Harm
- Visible or Known Injuries
- Mental Condition
- Immigration Issues
- First Aid Given
Restraints used by Police Tick Boxes
- CS Spray
- No Known Risk
- Others
Medical Care Tick Boxes
- Special Medical/Mental Condition
- Medical Record Attached
- Medicine Issued with Child
- Medicine Issued with Escort
Record or Events Columns
- Time
- Details
- Name
- Signed
Other Information
- Incident Report Form Attached
- Food and Refreshments Provided
- Next Court Appearance
The Record of Events Columns will be used on every escorting task to record incidents relating to the;
- Child
- Journey route (diversions, comfort stops, traffic jams, accident etc.)
- Service provided (lateness, incorrect information, variations to original information)
- All communications made or received during the escort
Anything regarding the safety, security or welfare of the child is also to be entered on the PER form so that the information is passed to the receiving establishment Staff.
All the information relating to each escort task must be registered on the above form and a copy passed to the person to whom the child is handed-over.
11.2 The Escort Plan
The Escort Manager will be responsible for the preparation of an Escort Plan for each escorting task; a plan will be provided to each escort team with a copy retained in the Escort Manager’s office.
The officer in charge of the escort team will be responsible for completing the reverse of the form giving the details listed below.
The Escort Plan is used to collect the following information:
Front
- Type of escort task
- Vehicle-Registration Number
- Escort Identification
- Date
- Base
- Mobile Telephone Number
- Pager Number
- Driver
- Escorts
- Notification Time
- Start Time
- Finish Time
Reverse
- Total Hours of Escort
- Waiting Time (Court appearances, identification parades, compassionate visits and bedwatches)
- Staff’s Hours of Duty
- Details of Journey
- Odometer Reading – Start and Finish
- Fuel Drawn and Location
11.3 Journey Timesheet
The purpose of this form is to obtain verification of each escorting task’s collection, delivery and waiting times. It must be completed on every escort occasion and given to the Escort Manager.
11.4 Searching Record – Vehicle and Child
This form is used to record the searching of vehicles and children.
It is to be used on every occasion that a search is made regardless of the outcome.
If unauthorised or prohibited property is found, the search is resisted or damage is discovered to the vehicle an Incident Report must be submitted as well.
11.5 Discharge from Hospital
When a child has been kept in hospital for treatment or observation which requires a Bedwatch, upon his/her discharge, the hospital Staff are to be requested to sign this form to verify the date and time of discharge and to certify that the child is fit to travel.
11.6 Incident and General Report
This form is to be used to report all incidents, which should be completed as soon after the event as practical. It is to be submitted to the Escort Manager who, in the case of reportable incidents, will forward a copy to the Home Office Authority within 24 hours.
12. Receiving and Handing Over of the Child
Before accepting responsibility for the custody of a child, the officer in charge of the escort team must examine the warrant or authorisation to ensure that it is correct, and contains the following information:
- Name of child
- Brief details of offence/s
- Directions as to where to take the child
- Name of sentencing Court and
- Signature
The OIC must then ensure that the person being transferred into his/her custody is the person named on the warrant or authorisation.
The officer in charge of escort team will sign for the child and take responsibility for any cash, property, clothing, official records and any other relevant documentation belonging to or relating to the child that will accompany him/ her.
Any injuries or visible marks of violence must be noted on the escort record and brought to the notice of the agency from whom the child is being received.
The escort team will carry out a thorough rubdown search of the child, supplemented by using the metal detecting wand before commencing the escort journey.
The escorts will explain to the child what behaviour they expect from him/her during the journey.
The child must be made aware that all efforts will be made to prevent escape, including the use of physical intervention (See Restrictive Physical Intervention Procedure and Section 14, Use of Physical Intervention).
The OIC will examine the documentation accompanying the child and establish, so far as possible, that the child may be lawfully detained.
If there are doubts about the lawful detention, these should be referred to the Escort Manager by the officer in charge of the escort team.
Children must only be handed over to other agencies under the authority of a written order from the Home Office, a Court or a Director of Social Services.
A signature of receipt for the child and his/her property must be obtained on transfer to an STC or other agency.
13. Prohibited or Unauthorised Objects
The agencies from which children are received into the care of the Escort Services may have different definitions of prohibited or unauthorised objects. Therefore, when searching a child the following definition must apply to ensure the safety of the child and Staff.
A ‘prohibited’ item includes any item, which it would be unlawful for any child to possess, and any other item, which is prohibited in respect of any child by virtue of these instructions.
An ‘unauthorised’ item includes any item in the possession of a child without the authority of the Staff at a Secure Training Centre, Police Station or LASCH.
14. Use of Physical Intervention
The use of Physical Intervention is permitted so long as the actions of Staff are compliant with Restrictive Physical Intervention Procedure.
In exceptional circumstances, handcuffs may be used: Only Staff trained, accredited and certified may use such restraints. Handcuffs will only be used on a child during the escorting in the most extreme circumstances. Handcuffs of the mechanical type used with adult offenders will not be used. Other forms of physical control permitted under the PCC System of physical control must have been considered before handcuffs are applied. Except under exceptional circumstances, e.g. the risk to life or serious injury, the prior approval of the Escort Manager must be obtained before handcuffs are used. Handcuffs will only be used whilst the extreme circumstances persist. Once the risk has been reduced the handcuffs will be removed. PCC trainers will advise on the practical use of handcuffs.
15. Toilet Arrangements
The use of a toilet by a child presents particular problems for the escort Staff who are faced with the incompatible requirements for privacy, safety and security.
Absconds are known to have taken place through toilet windows and escort Staff should be alert to this risk. A toilet is to be searched for possible abscond routes and objects that could be used as a weapon etc.
One member of the escort team must be placed at the outer side of the window as an abscond prevention measure.
Where the toilet provides an opportunity for the child to abscond, other than through the door, the escort Staff will ensure that the door remains at least partially open.
After a child has been to the toilet during an escort, he/she will be rub-down searched before placed back into the vehicle.
16. Loading and Unloading Vehicles
Wherever possible, children will be placed on/off the vehicle in a secure area such as a vehicle dock.
Where a secure vehicle dock is not available, the vehicle should be taken as near as possible to the entrance of the building to be visited and out of public view.
Any children’s property, accompanying the children will be loaded/unloaded separately from the children, preferably first.
The vehicle driver will have responsibility for the child’s property.
17. Court Appearances
Responsibility for security, safety and welfare of the child produced at a Court remains with the escorting Staff.
Court appearances present many potential opportunities for abscond.
At least two escorts will accompany each child into Court.
One escort will be immediately in front of the child and the other immediately behind the child when entering and leaving the Court.
They must pay continual attention to the child and react immediately if he/she attempts to abscond.
Any comments made by the Court should be noted by the escort Staff and recorded on the child’s Escort Record.
Children must not be held in rooms that accommodate adult offenders.
A legal representative is entitled to consult privately with his/her client, but this will only be permitted in a separate room if the room is completely secure i.e. a juvenile detention room, with only one means of exit.
In the case of meetings between a child and his/her legal representative in a non-secure environment, the escort will remain in the room to maintain responsibility for safety, security and welfare, but if possible out of earshot.
Meetings between a child and family members at a Court are permissible, only with the prior permission of the Director of the STC or LASCH and if the escort is satisfied that an abscond bid can be prevented. The escort will remain with the child during the entire meeting and ensure that no prohibited and unauthorised articles are passed over. Family members must be reminded of these rules.
18. Family Funerals and Similar Occasions
Children will always be under supervision of at least two escort Staff.
Staff must be sensitive to the sadness of the child and family, but not allow them to be distracted from their responsibility to ensure the security and safety of the child.
Escort Staff engaged on this type of escort are to wear suitable clothing.
19. Hospital and Dental Surgeon Visits
It is recognised that many absconds occur when the child is receiving some form of medical treatment.
Escort Staff must remain sensitive to the requirement for proper health care and treatment, but not at the expense of safety and security.
When a child is receiving treatment in a dentist’s surgery or a hospital treatment room, the escort Staff will remain in the room to ensure that an abscond is not possible.
20. Bedwatches
‘Bedwatch’ is the term used to describe the procedures for ensuring the safety and security of a child whilst an inpatient in a hospital.
Safety and security of the children during the period away from the STC or local authority secure unit is important, but not more important than appropriate health care provision. Safety and security measures must not be allowed to impede necessary medical treatment.
Arrangements must be made to maintain communications with the STC or secure unit, through the Escort Manager, to give an update of changes to the child’s situation.
If there is a perceived security risk, the Escort Manager will be informed immediately.
Where the risk is serious or immediate, or extra Staff is not immediately available, he/she will request assistance from the local police.
When the child is discharged the ‘Discharge from Hospital’ form is to be completed and signed by a member of the hospital Staff.
21. Hospital Admission following Outpatient Visit
On occasions, a child may be taken to hospital for a routine appointment and once there, the medical Staff may decide to perform surgery on her/him, or that hospitalisation is required for some other reason.
In such circumstances, escort Staff should ensure the Escort Manager is informed as soon as possible so that suitable Staffing arrangements can be made and the Director of the STC or LASCH notified of the situation.
22. Management of Hospital Visits and Risk Assessment
The Escort Manager will assess the circumstances of the Bedwatch, and the risk of abscond it provides.
Where the hospitalisation is not pre-planned, the security visit will take place as soon as possible after the child has been admitted to the hospital, and in any case within two hours of such an admission.
The Escort Manager will liaise with the hospital Staff in order to maintain safety and security of the child in an appropriate manner.
23. Vulnerable Children
The Escort Service personnel may be called upon to collect children from Courts who have just received their first custodial sentence and at this time some will be confused, low in spirit and vulnerable. They must therefore be kept under close observation throughout the escort and a caring, sensitive and supportive approach maintained.
The Herts Care information pack shall be made available to all children under escort – showing details with photographs and illustration of their destination.
When a child is taken to a Secure Training Centre or LASCH, they are assessed for the risk of suicide and/or self-harm and other forms of vulnerability on arrival. It is therefore important to retain close observation on a child being escorted and their behaviour reported to Staff receiving the child.
24. Suicide and Self-Harm Prevention
Please read in conjunction with Self Harming Procedure
When escorting children, the escort Staff must be vigilant at all times to prevent suicide attempts and self-harm.
Suicide and self-harm is a major problem with children held in custody and Staff must be constantly alert to the risks.
Those experiencing custody for the first time or with psychiatric problems have a higher risk factor.
Most self-harm cases involve cutting wrists and arms.
Previous self-injury is a sign of vulnerability.
Common causes of persons wanting to commit suicide or to harm themselves are:
- Life experiences including social background.
- Guilt or remorse.
- Fear of sentence they have received.
- Inability to cope with life in an institution.
- Pressure from others e.g. bullying by other children.
- Mental illness.
- Drug dependency.
- Sense of helplessness/hopelessness.
Staff must constantly reassess children who appear to be upset or in emotional turmoil, through observation and discussion.
Any attempts or threats of self-harm must be reported on the PER form and immediately drawn to the attention of the person who is to take over charge of the child.
When a child being escorted has been assessed as being at risk of suicide or self-harm, he/she is not to be left alone throughout the escorting task. A record will be made of this fact and times, for any reason, when continuous observation has not proved possible.
Known vulnerable children must always be escorted alone and not allowed to mix with other persons in custody at locations outside the STC or children’s home where they normally reside.
Some practical methods of ensuring the safety of vulnerable children are:
- All Staff must continually recognise that all children are at risk.
- The key lifeline is caring Staff who build effective working relationships and are prepared to listen and help.
- Observation skills must be used at all times in order to identify changes in behaviour that may indicate that a child is at risk.
- Always respond to the needs of all children with emotional and mental health problems.
- Where there is reason to believe that there is a high risk of suicide/self-harm, remove items of clothing and anything else, which may be used as ligature i.e. belts, ties, shoe laces etc. and consider increased or constant supervision.
- Ensure that search procedures are always undertaken in accordance with laid down procedures.
- Ensure that all Staff dealing with a child who is considered at risk, have the full facts available and are continually updated.
If in the event a child is successful in causing injury to him/herself, the following action is to be taken:
- The first action must be to preserve and protect life, including first aid, removal of weapon, and immobilisation of injured children.
- Medical assistance must be obtained and if there is any delay, consideration given to conveying child to hospital, where necessary by ambulance, and always with escort(s).
- If a ligature has been used, cut it to remove the pressure, but preserve the knot for forensic examination.
- Continue first aid until a qualified medical practitioner takes responsibility.
- If death has occurred inform the local police regarding sudden death investigation.
- Preserve evidence of how the incident occurred.
- Inform the Escort Manager who will inform the General Manager.
Actions of the General Manager of Escort Services
- Inform the Authority immediately.
- Visit the scene and appoint a member of the management Staff to undertake an investigation.
- Ensure that a comprehensive report is submitted to the Managing Director, Herts Care Group within 12 hours of the incident.
- Copy incident report to Authority.
- In the event of serious injury, inform the family/Carer.
- In the event of death, the police will inform the family/Carer as part of their statuary duties in connection with deaths in custody.
25. Deaths Occurring During an Escort Operation
The Escort Manager will notify the police for the area in which the child died so that they may appoint an officer to enquire into the death.
All Staff will co-operate fully with the police and assist them in carrying out their statuary duties in connection with deaths in custody.
Where in the opinion of an ambulance crew the child is dead at the scene, they may not be prepared to take the body to hospital. In such cases the Escort Manager will ask a local medical practitioner to visit the scene and certify that life is extinct.
The Director will ensure that a full report is submitted with regard to the incident, and that the escort record contains all of the relevant details.
He/she will inform the authority, by telephone or fax as soon as possible and in writing within 24 hours.
End