Knowledge Management System

The centre was closed on 16th of March of 2020, due the declaration of the Emergency General Alarm by the Spanish Government. We were able to distribute laptops to the entire staff of the centre, in order to allow to do homework. At the same time, we designed a contingency plan including the different actions we committed to develop during the time we were closed.

As explained in the previous point, we closed on 16th of March of 2020. By now, 22nd of April of 2020 we remain cosed.

We maintain all the "on line" training courses, we created a particular MOODEL chanel ("The Centre is beside you"). In this platform we offer a daily speech from an expert about matters that may help our clients: "tools for working at home"; "mildfulness for combating stressfull situations at work", "how to take quick and eficient decisions in critical contexts?".

The first matter was explained in the previous ponit.

If trainees are destinated in a prison, they are working now as regular penitentiary staffa

All the staff of the Academy is doing working at home. We fixed 4 categories tasks:

a) Those related with maintaining the "on line" training and the "moodle channel experts' speaches"
b) Those related with the recollection of judicial and prions and probation services information about how to deal with COVID-19.
c) Those related with internal improvement groups, dedicated to develop protocols and guides of good practices concerning for improving internal matters of the Centre
d) Those related with the advance of the own researches that do not imply to develop field work

It would be very interesting for our organisation to share with other Acadèmies of Europe how it was their reaction to this crisis, maybe in the context of an EPTA annual Meeting.

All basic and advanced training events have been stopped.
Participants in basic prison officer training were sent for practical training in the prisons and for staff support in the prisons.
Presidential classes are expected to begin again in mid-May / early June, while maintaining social distancing and wearing a face masks. For this purpose, particularly large rooms are either rededicated in classrooms in the training centers or large classrooms are rented in external facilities. We will also be using video courses for the first time to reduce the number of students in educational institutions.
Since then, all employees of the prison academy have been working in home offices. A member of staff is at the academy every day and checks all safety devices.

On March 17, 2020, the classes in the training centers were canceled and all were sent to the prisons for practical training.
The reopening of the courses is provisionally planned for mid-May / early June, depending on the further development of Covid-19 in Austria.

Almost all lecturers in the training facilities are prison staff and have now continued to work in their prisons. There is very good contact with the teachers all year round, be it in person, by phone or by email.

Because all employees are in home offices, all meetings now take place with video conferencing. The Ministry of Justice has provided the software "Zoom" for all prisons in Austria and the Prison Service Academy. The video conferences will surely be used increasingly after the crisis.
The time was also used to revise teaching designs and teaching materials and to check for completeness.

All activities and training courses are temporary suspended. 10 members of staff are divided into two teams who are working alternately - 2 weeks from home and 2 weeks from office. This has been in the force since 13th of March.

At the moment we do not ensure trainings but working full time in two teams. As our Training centre provide accommodation, we are on call duty if Covid19 enters the prison, Centre will accommodate staff in the case of emergency.

We have updated our webpage. Trainees are working as regular penitentiary staff. They have completed almost all of the Basic training lasting 4 months, with only three weeks remaining.

We are involved in the project and research.

Following the decision of the Swiss Federal Council, our Academy is prohibited from all training inside buildings. This applies to basic, further and higher education.
The home office is recommended for all staff except for a few people to ensure a presence and administrative work.

Our Academy has been closed since March 13, 2020. Courses could start again on June 8, 2020. Still waiting for the position of the Swiss Federal Council which should be taken on 27 May 2020. (https://www.bag.admin.ch/bag/fr/home.html)
The students of the basic training who had training during this period were contacted to inform them of the situation. They received the course materials directly at home with the task of reading them, summarizing them and returning a personal work to the academy.
The students of the continuing education and higher education have no more courses until at least June 8. Pending decision.
The students of the basic formation have access to the olat platform, where they can find the necessary documents and information and where they can share their work.

Telephone contacts are regularly made with them and their supervisors. We also use TEAMS and SKYPE with them.
Some of the trainers work as detention officers in their establishments in order to fill in absences and new measures.

A task force has been set up to provide as much information as possible on the current situation, its evolution and future measures to be taken. The staff of the Academy holds most of its meetings via Teams. An e-mail address (corona@skjv.ch) is available to the staff. The website of the Academy (https://www.skjv.ch/) provides useful informations for participants, trainers and other interested persons.
Several people are working on the implementation of online work, which is still in the project stage.

No

The functioning of the university supervised by the Minister of Justice responded to the Covid-19 crisis by suspending studies until further notice.

During the period from 14 April 2020 to 30 April 2020, the functioning of the university shall be restricted in the national territory by limiting the obligation for university staff to work on its territory, except where this is necessary to ensure the continuity of the university's functioning.
During the period of suspension of education, classes may be carried out using distance learning methods and techniques, whether or not provided for in the training programme.

In view of the current epidemiological situation, some employees are working by online system.
Some employees have been delegated to other units in order to strengthen other units.
We have expanded online education platform to maintain communication with trainees and trainers.

During the suspension of the activities of the HSCPS due to the epidemic situation, remote work was carried out at the Research and Development Institute. The research team developed two studies commissioned by the Ministry of Justice at that time:
1. Development entitled to "Legal-comparative examinations concerning procedures, the mode, the way and the scope of recognizing complaints and bodies empowered to
serving penalties and measures resulting in deprivation of liberty".
2. Development entitled "Ways of serving the sentence in chosen European countries. Mechanisms preventing return to crime by former convicts in selected European countries".
Currently, the Team is working remotely on a third study entitled " Possibilities of adapting the Transdermal Alcohol Measurement (TPSA) system to Polish legal and social conditions".
In addition, Research and Development Institute employees are working on their own individual projects and preparing author's publications (monographs, chapters in monographs, scientific articles).
In parallel with the expert work, cooperation (video-conferences) is still being conducted with the University of York as part of an international project entitled "Solving Problem Skills".

In the interests of the safety of their loved ones, doctors and health professionals who provide assistance to the patients with coronavirus on a daily basis must take the utmost precautions. Many of them do not return to their homes after another day of epidemic struggle. To this end, they are looking for places of rest before another service for the needy.
Uniformed Campus of HSCPS in Kalisz decided to make available their facilities for the needs of medics helping patients with COVID-19.

Confinement was decided on the French territory on March 17. For the ENAP, it resulted in a specific human resources organization:
-For around fifty staff, setting up telework from their home, with a loan of equipment;
-Some staff work from home with their personal equipment, without access to their professional emails or server;
-Others benefit from a “special leave of absence”, when work at home is not possible;
-Some are off work (administrative “sick leave”) so that they can take care of their children under the age of 16;
-Some staff (management, administrative, financial and HR management, etc.) continue to work on the ENAP site as part of the Business Continuity Plan (Plan de Continuité d'Activité - PCA).

The staff who are now at home are in contact with the academy through official communiqués sent by email, which are accompanied by information brochures, best practices, forms and other relevant information related to the procedures in place.

A small management committee meets daily to deal with the various issues at hand. Information on the functioning of the ENAP in this period of crisis is updated on the ENAP website and Facebook.
http://www.enap.justice.fr/enap-gestion-de-crise-coronavirus-19

The human resources department ensures continuity of administrative and financial management of staff and remains reachable. The staff psychologist is also made available to staff who feel the need.

Lock-up is applied since the national decision was official on March 17 and will extend until May 11 for personnel.
Concerning the trainees who are entrusted to us by our central administration:
-Trainees’ internships are maintained (except for probation staff).
-For trainees currently on internship, the internship is extended.
-Trainees who need it continue to benefit from free accommodation on campus.
-Some internships are anticipated.
-Technical directors and technicians in training are invited to return to their assigned structures.
-Trainers and training managers are invited to join their regional training units (in prisons - field trainers - or regional directorates: the regional training and qualification units).
-The competitive exams are postponed.

While classes are suspended, Enap is available for the regional training and qualification units and the trainees :
-Provision of educational materials, via Moodenap (digital platform). Training contents are to be studied for trainee prison officers, trainee penitentiary directors and trainee probation directors.
-Support for the field trainers by videoconference.
-The academy is currently developing digital solutions to enable the establishment of virtual classes.

The development of Web conferences, live chat, or secure mobile applications (Teams) makes it possible to collaborate with teams while working from home. The online training platform is active for students (on computer or smartphone). A special device, allowing access to all professional files and emails, is set up for those with equipment loaned by the ENAP. Trainee prison officers continue to carry out their internships or extend their internships to support the teams in penal establishments.

A research project is underway on reactions to containment:
In this particular context, the teacher-researchers of the ENAP have prepared a collective publication entitled: "Covid-19, confinement and prison: crossed views of the teacher-researchers of the Interdisciplinary Center for Applied Research in the Penitentiary Field (CIRAP) on the crisis". The texts in this special edition offer analyzes of the current situation as seen from the disciplines of each researcher. It is a question of grasping what the pandemic changes with regard to the dividing lines which usually structure the penitentiary environment and society as well as the transformations which it is already drawing. This publication calls for research which would extend the question of confinement and prison, no longer from the point of view of prisoners and of punishment, but from the point of view of prison staff and their experiences.
A review of the functioning and effectiveness of the new working methods will be carried out and then shared. Access to distance training for staff is encouraged.

The first case of person infected with COVID-19 in Slovakia was confirmed on 6th March. As consequence, the Slovak prison service implemented various preventive measures and one of them was suspension of all training activities until further notice.

Main training activity (Initial Vocational Training) was suspended from 9th March until 14th April. From 14th April the training continues on distance platform which is unusual for this kind of training. Trainees are not present at the Training Centre but receive materials from lecturers via email with theoretical topics to study individually. Lecturers prepare and send materials for studying once a week. In addition, once a week the Training Centre organizes videoconference call for all trainees so they have possibility to consult and discuss questions with lecturers and trainers. With the aim of receiving feedback on progress, the training Centre prepares quiz for trainees.

Basic communication with trainees is based on emails and once a week via videoconference call (webex).
Yes, trainees are working as regular penitentiary staff.

Lecturers are preparing of next Initial training program that would be fully carried out in a distance way. Also, another training programs is currently being prepared for combination of distance and present platform. Additionally, the lecturers/instructors are updating various kinds of training materials (e.g. shooting).

It would be interesting to know how other Training Agencies approached the virus issue and share the experience.

We have expanded our use of Canvas LMS and also taken Microsoft Teams into use.

We have been physically closed since March 12th. We are still ensuring training digitally.

We are following the same education programme now as we otherwise would, only digitally. Training in use of force has been postponed.

We have become better digitally equipped.

We are doing good.

At the onset of the current Covid 19 crisis the Irish Prison Service College had a class of 24 Recruit Prison Officers in training. This section of training, which comprises Semester 1 of the Higher Certificate in Custodial Care, was scheduled to last for twelve weeks. This is the first Semester of a four Semester programme which is conducted over a two year period. The programme is delivered in conjunction with our academic partner Waterford Institute of Technology (WIT) and other external agencies.. Following the announcement of government restrictions including non-essential travel and the closing of universities we had to reduce the length of Semester 1 whilst also ensuring that the academic integrity of the programme was maintained. We introduced social distancing measures throughout the college and processes to aid contract tracing should it be required. For those elements of the course where maintaining social distance was not possible, we took advice from our Infection Control Manager in order to mitigate the risks of transmission. We ranked the various modules in order of most essential and restructured the timetable to reflect this just in case our recruits were called upon to be urgently deployed to a prison. The training lasted for eight weeks and all academic requirements were fulfilled.

We have not closed our training college. However some of our training staff have been temporarily redeployed to operational roles within our prisons.
We have facilitated training needs that have arisen as a result of the Covid 19 crisis. For instance we have facilitated training of staff in disinfection methods of cells/shower areas which might be occupied by infected prisoners as well as training non-medical staff to carry out certain limited functions to support medical teams in our prisons. We have also facilitated training courses in Contact Tracing.

Our academic partner WIT who have sole responsibility for delivery of semesters 2,3 &4 have moved to online engagement with our recruit prison officers instead of face to face lectures/workshops.
Having completed semester 1 of the HCCC our trainees are competent to work independently in a prison and are now doing so albeit 3 weeks earlier than would normally be the case.

The restrictions on movement has forced everyone to look at how we might achieve our goals in a different manner. I feel this crisis is an opportunity for IPSC to look at our delivery methods during and post the current crisis. We are exploring the delivery of some elements of our next recruit training programme with a view to increasing on-line engagement.

N/A

It takes into consideration the requirements of the Ministry of Health, the orders of the Minister of Justice, the General Director of General Directorate „Execution of Sentences“ and the local orders (of the Mayor).

Nevertheless, the training center continues working. Classes are suspended, but the trainees received self-study materials. In each territorial unit where there are trainees, employees are appointed to oversee their preparation and assist them. Instructions have been sent.

There is regular communication with the trainees through the assigned employees. The trainees work in the territorial unit as regular penitentiary staff and this period is admitted for them as an internship in the establishment. Remote examinations are conducted for the subjects according to a specific schedule and time. After finishing the examination, the tests are sent in the Training Center for check-up and assessment.

Despite the situation, the Training Center continues its work:
- we explore the innovations in the relevant fields of activity;
- we develop new programs;
- we improve the teaching material;
- we monitor the training of trainees at places;
- we develop new topics in compliance with the changes in the public life in general and the requirements of the penitentiary system, and etc.

N/A

We have paused all of our basic training from April 23rd and most of our further-training. Some of the training have been adjusted and done through distance-learning. The training staff are now, as the basic training is paused, fully focused on recruiting instead of training.

From April 23rd and at least until summer. Some of the training have been adjusted and done through distance-learning.

Trainees are working as penitentiary staff.

The situation have increased the technical development and given us more tools to use for distance-learning and the opportunity to try different methods.

Education Institute for Dutch Prison Service System followed the advice, recommendations and instructions of the Dutch government. These were shared with employees and students. The employees of the training institute were instructed to work from home. The center closed on 16th of March, 2020. It became possible for employees to communicate with each other via Skype for Business. Trainers and developers focused on developing and improving basic training. Developers and ICT looked at the options for distance learning.

The current and starting training courses, workshops, training meetings/conferences/master classes offered by the Education Institute of Dutch Prison Service System have been cancelled or suspended. External suppliers used their own guidelines in coordination with the Education Institute.

On 1 June, distance education is offered via virtual classrooms and e-learning.

In September, physical education may again take place in accordance with government guidelines (1,5 m distance; rooms are prepared). It’s a question if and when/how physical training can start.

New: The virtual classroom is included in the e-learning environment. (Moodle, Big Blue Button BBB)

Developments in distance education and blended learning are progressing faster than expected. Working from home has undergone enormous development. Employees have learned to keep in touch and consult each other in a creative and digital way.

N/A

Yes we have. The Institute has been closed since 23rd of March. It will be closed until 15th of August.

See above. We ensure training with e-learning material, distance learning and videoseminars.

Yes, we have used e-learning platforms: OPTIMA and Canvas. Majority of the trainees are working at the moment.

We have taken quite long leap forward in developing e-learning environments. We have not carried out any research work nor prepared any publications so far concerning this situation.

We would like share experiences and material with other EPTA members

NIPS is continuing to deliver its ‘Initial Induction Training for New Entrants’ at its Prison Service College (PSC), Hydebank Wood. The Government’s advice on Social Distancing has been taken into consideration when implementing this training. Measures include:

-Reducing the normal class size by 50%;
-Setting each classroom up to allow each new entrant to have an individual desk with adequate space between them;
-Providing other classrooms for break-out facilities/ use in smaller working groups;
-New entrants use their allocated classrooms only;
-Commissioning additional classroom facilities located beside PSC from Hydebank Wood College;
-Creating an additional canteen facility in PSC for rest/ feeding purposes for new entrants;
-Identifying a separate rest area for training and administration staff at PSC;
-Identifying separate kitchen/ toilet facilities for new entrants, training and administration staff;
-Limiting the movement and reducing the footfall of new entrants, training and administration staff into Hydebank Wood College to essential business only
-Training staff have been separated into smaller cohorts for working with new entrants;
-Training staff remain with their identified new entrants without the need for cross-over between cohorts/ new entrants;
-Training staff have been placed into separate offices as to their small cohorts;
-Staggered start and finish times have been introduced for new entrants to limit the number of people in a locker area;
-Staggered breaks/ lunch times has been introduced for each class to reduce the number of new entrants in rest/ canteen area;
-Reduced hours by more than 60% of coming to the work environment has been introduced for administration staff;
-Working from Home and specific use of laptops has been introduced for administration staff;
-Attendance at work rota developed to limit the number of administration staff in office areas;
-Enhanced cleaning schedules have been introduced in PSC;
-Wash station/ multiple Hand Sanitizers stations have been introduced at PSC with corresponding signage to washing hands;
-Personal Protection Equipment (PPE) is supplied for specific prison training that requires closer proximity including use of masks, gloves, aprons etc.;
-Adequate rooms/ healthcare area and PPE is supplied to new entrants and Nursing staff when administering HEPB vaccinations;
-Social Distancing signage has been placed throughout PSC and its corresponding rooms;
-Social Distancing Note to PSC Staff is issued electronically every day;
-Social Distancing messages are issued daily to all staff by Hydebank Wood College, signage is clearly displayed throughout its college setting; and Wash stations are in place;
-Guidance issued to PSC staff and new entrants as to practical hygiene procedures for leaving work and returning home;
-Additional facilities at Maghaberry Training Department have been made ready as above but not used during this period for Prison Officer training.

N/A

N/A

-Better information sharing, and creation of a RED (immediate)/ GREEN (long term planning) Command structures;
-Daily situation reports SITREPs from each establishment and a NIPS strategic report DOWNREP;
-Combined daily Governors meetings across NIPS;
-Decision making process based upon learnt experiences;
-Social Distancing measures/ signage/ Wash stations/ Hand sanitizing for staff and prisoners;
-Creation of Isolation Units/ readily supply of PPE/ universal policy guidance issued to all establishments
-Review of current policy in managing vulnerable individuals, responding to healthcare incidents and dealing with death in custody;
-Creation of new policy to deal with coronavirus;
-Creation of Contact Tracing teams in prisons;
-Access to Public Health/ NHS and NI Hub information/ FAQs and Staff wellbeing documents;
-Introduction of covid19 testing for staff (and their families);
-Restriction of internal movement between houses, reduction in external providers to the prison/ non-essential travel;
-Role change of staff eg. Start360 to Healthcare, Psychology to Prison OFficer etc.
-Shift pattern changes to increase staff prisoner engagement/ cohorting
Introduction of an overtime system to ensure staff resources are adequate for care;
-Virtual meetings through Zoom/ webex and an increase in Trade Union representations;
-Introduction of Virtual Visits for prisoners;
-Ability to still employ Prisoner Key Workers;
-Enhanced working relationship and partnership with the Healthcare providers;
-Consideration of new activities for prisoners, data collection and how to deliver current services in different ways;
-Use of ‘Family’ landings/ association; access to open areas and gardens for prisoners;
-Provision of Governor funds to each prisoner for additional phone credits;

Many areas have required training, information and reference but significant importance on the above has been included into initial induction training for new entrants.