Dear Miss Williamson INQUEST INTO THE DEATH OF RYAN CLARK AT HMYOI WETHERBY Thank you for your letter of 3 February to Michael Spurr, Chief Executive of the National Offender Management Service (NOMS) , concerning the recent Inquest into the death of Ryan Clark on 18 April 2011 Your letter has been passed to the Equality, Rights and Decency Group in NOMS as we have policy responsibility for suicide prevention and self harm management, and for sharing learning from deaths In custody have consulted with the Governor of HMP and YOl Wetherby in formulating this response. The report raises four concerns and will address each in tum Personal Officer Scheme Prison Service Instruction (PSI) 08/2012 Care and Management of Young People requires that young people are assigned a Personal OfficerICaseworker during the induction of their imprisonment This arrangement aims to achleve the following: each young person understands to whom can turn to, to discuss all issues of concern, including resettlement the personal officer or caseworker attends each training plan review during the custodial period there is appropriate contact with, and involvement of, each young person's family and supervising officer and that links between all parties are strengthened: In addition to this, PSI 75/2011 Residential Services sets out the need for all staff to engage positively with prisoners (and young people, as at Wetherby) , and describes the key part that residential staff have to play as positive role models_ In October 2013 HMP and YOI Wetherby implemented a revised personal officer scheme that aims to ensure greater continuity in the allocation of staff to young people and includes a 'relief' arrangement whereby a paired officer IS available to cover during the periods of absence that are inevitable with staff working shifts. The new scheme emphasises the stage they

supportive element of the role, and staff have been briefed on this, A copy of the new policy document is attached for your information More generally , the Governor is aware that even the best personal officer scheme has limitations, and encourages all staff to establish and maintain positive relationships with all young people In the establishment ACCT Checks The Governor is confident that the failure of one officer to conduct an ACCT check on one occasion is not representative Of practice amongst staff at HMP and YOl Wetherby, and the incident in question was the subject of a disciplinary investigation. Staff are now briefed on the timings of ACCT checks and the need for good quality interactions and observations at the start of each shift In addition, full ACCT guidance has been reissued, and priority is being given to providing ACCT refresher training for all staff In order to provide further reassurance, the Governor has introduced an additional layer of management checks of all ACCT documents_ Roll Checks The two failures to follow the procedure for roll checks identified in this case have been the subject of investigations, and disciplinary action has been taken against the staff involved_ All staff have been briefed on the importance of roll checks, and these are now subject to covert checks by managers If, following a covert check; there is any doubt as to whether or not proper roll check was carried out, CCTV evidence IS examined, and disciplinary investigation is instigated where necessary First Aid and CPR PSI 01/2014 First Aid describes the process for ensuring effective provision of first aid that enables NOMS to discharge its duty of care t0 its employees, to prisoners and to visitors to our premises; Governors are required to ensure that at all times such numbers of suitably trained first aiders as is sufficient and appropriate for the circumstances are available_ A First Aid risklneeds assessment is undertaken by the local Health and Safety Advisor to determine the appropriate numbers. Governors must ensure that first aiders are trained to levels which are appropriate for the circumstances and hold a valid certificate of competence in either First Aid at Work (FAW) or Emergency First Aid at Work (EFAW) This policy is being implemented at HMP and YOl Wetherby: In accordance with It, all 16 custodial managers will be trained in FAW by the end of June 2014 and all of the 27 operational support grades who carry out night patrols in residential areas will be trained in EFAW during 2014 This arrangement will supplement the 24 healthcare cover at the establishment, which includes the availability of two trained nursing staff at all times, including overnight hope this letter provides assurance that the concerns that you have raised have been; or are being, addressed Yours sincerely_ hour

HM PRISON FUNCTION: Young People & Services SERVICE Public Sector Prisons DATE OF PUBLICATION: 3rd October 2013 1 2 PERSONAL OFFICER POLICY 1 2013-2014 2 6 V1.0 1 2

RECORD OF ADMENDMENTS Date Version or Amendment Name

Table of Contents Policy Statement 4 Introduction and Definition of a Personal Officer 8 Allocation of a Young Person to Personal Officer 6 Role of the Personal Officer 7 Steps to an effective Personal Officer 7 Personal Officer Relief Scheme 9 Unit Managers Responsibilities 9 Annex A: Expectations of their Personal Officer Relief Personal Officer 10 being

Personal Officer Policy Statement HMYOI Wetherby is dedicated to the provision of safe and secure environment for young people, staff and visitors_ The Personal Officer is pivotal in the promotion ot personal growth and development; preventing re-offending and enhancing the employment potential of those in our care We do this by providing a full and active regime, encouraging young people to address their offending behaviour; develop life skills and lead purposeful and law abiding lives The Personal Officer will provide an appropriate pro-social role model for all young_people , with specific responsibility to the young people that look after. They will work in partnership with the Caseworker to encourage the young person to take full advantage of their time at Wetherby: To ensure quality and continuity of delivery, the Personal Officer will be supported by an identified Relief Personal Officer, who will take secondary responsibility to their allocated young people. The Personal Officer will provide opportunities to discuss any issues that a young person may during their sentence_ Sara Snell Governor HMYOI Wetherby they have

INTRODUCTION PSI28/2009 Care & Management of Young People outlines the need for and role of the Personal Officer. young person must have assigned to them a Personal Officer within the first 24 hours of arrival. assigned personal officer will communicate with the young person, and helshe will be the first point of contact for all residential matters_ Personal Officer arrangements will be put in place, which ensures the following are achievable: That each young person understands to whom they can turn to discuss all issues of concern, including resettlement; Wherever possible the personal officer will attend and support the caseworker at each sentence plan review during the custodial period where possible. That there is appropriate, regular contact with the young person_ The personal officer should act as 'significant adult' and positive role model to all young people. The role of the personal officer is someone who can help to positively influence young people's behaviour through personal example and guidance, managing rewards, addressing poor behaviour, supporting victims of bullying, addressing bullying behaviour and self harmlsafeguarding issues whilst making the appropriate referrals and actions to ensure compliance with the appropriate policies_ personal officer will ensure the needs of young people are identified and addressed in a fair and non-judgemental manner in support of our general to eliminate unlawful discrimination, promote equality of opportunity and promote good relations between people of diverse groups This policy outlines the responsibilities, role and guidance to the personal officer. Itis designed as a quick and easy reference to all staff. Personal officer work is pivotal to our core work and essential in our holistic approach to multi agency management of those in our care. DEFINITION OF A PERSONAL OFFICER Personal officer work is about one person helping another to achieve something: It is about giving help and support in non-threatening way; manner that the recipient will appreciate and value and that will empower them to move forward with confidence towards what want to achieve. Personal officer work is also concerned with creating an informal environment in which one person can feel encouraged to discuss their needs and circumstances openly and in confidence with another person who is in position to be of positive help to them. Every The The duty they

ALLOCATION OF A YOUNG PERSON TO A PERSONAL OFFICER When a young person arrives at HMYOI Wetherby; his immediate needs, along with first night assessments will be undertaken by the_First Night in Custody staff who will also allocate personal officer for his induction period. This will be recorded in his Case file on C- NOMIS_ In most cases a young person will be located onto a residential unit following 10_ 14 days on the First Night Centre (Benbow) after undergoing the full induction process The allocation of a unit will be decided following consultation with the security department The views of the young person will be heard: There may be occasions_ due to unforeseen operational reasons or for the good order of the establishment where there is a need to re-locate the young person to another unit;, In this event; new personal officer will be allocated upon his arrival. It will however remain the responsibility of the original personal officer to ensure the transfer process is carried out with the minimum of disruption to the young person. The caseworker will not change and they will be the constant through the young person's time at Wetherby: person arrives - allocated personal officer on First Night Centre (FNC) within 24 hours_ Personal officer attends Case work team notified all sentence planning of arrival and book first boards where possible sentence planning board: Personal Officer Allocation 5 The Personal Officer person located to will introduce themselves residential unit following to the young person the induction period of 10 14 days; The Unit S/O will allocate @ Personal Officer Relief to the young person. Young Young and

ROLE OF TKE PERSONAL OFFICER quality of a regime and good staff young person relationships are crucial to promote a safe and secure establishment: The expected values are as follows: Fairness Respect Integrity Justice Order and control Non-judgemental Honest What is the role of the personal officer? The role of the personal officer is to provide moral guidance and to be a positive role model to a young person. overriding factor being the opportunity to influence a young person's future behaviours_ relationships and offending, to provide boundaries that promote safety and wellbeing within the establishment STEPS TO BE AN EFFECTIVE PERSONAL OFFICER The process outlined below describes the expectations of what Personal Officer should achieve as a result of following these steps These steps will be used to measure the Personal Officers application of this policy in engaging young people at level that demonstrates an in-depth knowledge of their circumstances, behaviour patterns and what is required to help them achieve their potential whilst at HMYOI Wetherby: The The

to an effective Personal Officer STEP ] The personal officer will introduce themselves to the young person at the earliest opportunity following allocation and discuss immediate needs, longer term issues and expectations. will also inform the young person of the relief officer should they not be available at given time STEP 2 The personal officer will ensure that the young person'$ cell door card is completed with the young persons full name and prison number wit the personal officers and reliefs name STEP 3 Personal officers will endeavour to attend remand/training planning review boards/lifer review and parole boards liaise with the case worker and contribute to the decision making process, the relief will take on this role in the absence of the personal officer_ STEP 4 AJl young people will receive appraisals every week with their personal officers (Or reliefs) The objective to record positive and quality entries for achievements as wel] as improvements of targets, measuring against inappropriate O poor behaviour: These discussions will be recorded in the case file on C Nomis_ STEP 5 Appraisals will include an update on progress with praise recognition and awarded for good behaviour and areas concern challenged. Depending On behaviour this may lead to a young persons upgradeldowngrade in the ReS status level. STEP 6 Personal objectives will be agrced between the young person and the personal officer as the first stage of addressing issues of concern, this will enable the young person to work towards either improvement or maintenance of current behaviour: STEP 7 Evidence that discussions have taken place on C Nomis case notes; objectives have been set and measured before any consideration for an R&S review can take place. STEP & Personal officers must take a pro active part in helping the young person to progress and achieve their potential, when the young person is subject to anti social behaviour procedures they will be responsible for ensuring documentation is completed and helping the young person to improve their behaviour STEP 9 If the young persons stay at Wetherby are subject to the ACCT process; it is the personal officers/reliefs to attend the review when possible and contributc and offer support: Staff should be approachable and should reinforce strong moral values throughout their daily deallngs with young poople_ Steps being They any along and being for any during they

PERSONAL OFFICER RELIEF SCHEME To ensure continuity of delivery during non effective periods, of the personal officer; Wetherby has a "relief" scheme. personal officer is paired with 'relief personal officer' . The relief takes secondary responsibility in all aspects of the personal officer role and facilitating that role during periods of the personal officer's absence relief personal officer process is aligned and managed by the individual unit manager who ensures that appropriate balance of experience, workload and continuity of delivery is maintained_ UNIT MANAGER RESPONSIBILITIES The Unit Manager will ensure that young person is allocated to a personal officer and relief personal officer within 24 hours of arrival into Wetherby. This must be recorded on the young person's case file on C-NOMIS The manager will conduct management checks to ensure that initial introduction interviews are held along with regular appraisal interviews. Quality checks will take place on the interviews as with the appropriate entries in the young person'$ case file Every The every being

Annex A Personal Officers Policy Young people's expectations of their Personal Officer and Relief Personal Officer Young Persons name: NOMS Number: The name of Personal Officer is: The name of your Relief Officer Is: Your Personal officer will be able to help you in the following areas: Advice and support during your induction period in helping you to understand general rules and routines_ 2 Identifying your immediate needs, concerns and development areas. To you access other agencies such as Substance Misuse Services, Healthcare etc. for the right advice_ To motivate and guide you so You can achieve your full potential within the rewards and sanctions scheme_
5. Offer advice and guidance to support you in deciding and achieving your sentence planning objectives and targets_ To offer you good advice and encourage you to think of ways you can solve problems without creating more_ Encourage and motivate you to explore new areas of development and learn fresh skills To act as a positive role model for you so you can develop good social skills to Interact with others_ SHOULD YOU HAVE ANY CONCERNS OR PROBLEMS THEN PLEASE SPEAK TO YOUR PERSONAL OFFICER 10 your help

PERSONAL OFFICER SCHEME new Personal Officer scheme has been created for Wetherby Main which will require staff to work actively as a main of contact for trainees on the unit. The scheme should aim to provide support and encouragement from allocated officers to trainees Having an effective and useful Personal Officer Scheme in place will potentially allow for trainees and officers to build up a better rapport: It aims to improve trainees confidence and trust in unit staff, as well as improving communication and information gathering: KEY POINTS: Officers will be allocated specific trainees, unlike the previous scheme which allocated officers to specific cells You will work with your allocated trainees for their entire time on the unit. Two officers from the same on opposite weekends, will be 'paired' to ensure continuity between a personal officer and back-up officer
i.e_ Officer A will be the back-up officer for all of Officer Bs trainees and vice versa_ It will be the responsibility of the Supervising Officer o the unit to update the allocations list daily. Officers will be informed by the Supervising Officer of any new allocations have_ It is then the responsibility of that officer to 'introduce' themselves to the trainee. The allocations list will be in the form of an Excel Spreadsheet, which will be stored on a public drive; Officers will have 'read only' access to this, whilst SO's and CMs will be able to edit the list in order to update it. THE ROLE OF A PERSONAL OFFICER The role of the Personal Officer is separate from the daily RSO made in trainee's As a personal Officer your interaction and support with trainees will be less disciplinary than an RSO and more orientated around personal issues and resettlement For example you may speak to them about contact with their family, any vulnerabilities may have r socially how are associating with other trainees on the unit: However, if a trainee is on Red Level or accumulating several negative comments common sense would suggest that a Personal Officer would discuss this with them: The discussion should be helpful, supportive and offer advice and guidance to trainee on how to improve This_does_not_take_away any discipline authority from_You as an officerl Having this approach can add evidence to down-grades and ABC reviews, as the trainee is receiving substantial support and advice on how to behave appropriately and not acting upon it. Site, point wing; they entry files they they

Leeds C |TY C 0 U N C / L Children's Services PO Box 837 Leeds LS1 9PZ Her Majesty' $ Coroner For the County of West Yorkshire (Eastern District) Coroner's Office 71 Northgate Wakefield WF1 3BS Your Ref: RED/1140/11 31 March 2014 Inquest Touching the death of Ryan Patrick John CLARK (deceasedl Response to Regulation 28 report to_prevent deaths Coroner s concerns: That all relevant information, concerns and issues about a young person who goes into custody are imparted to, and discussed with Young Offender Institution staff by the said young person's Social Worker and Young Offending Team Case Manager as soon as the young person arrives in custody and within 24 hours thereof: Response to concerns: The following procedure has been agreed between Leeds Children's Social Work Service ("CSWS" ) and Leeds Youth Offending Service ("YOS") in response to the above concerns set out by Miss Melanie J Williamson, Assistant Coroner, in her regulation 28 report, dated 3 February 2014: When a child appears in court with the potential to be remanded or sentenced to custody, the YOS Court Officer will collate all relevant information, concerns, vulnerabilities and issues known about that young person from existing YOS engagement The YOS Court Officer will also check ifthe child has a social worker_ If the child does have a social worker the YOS officer will contact the social worker to request all relevant information, concerns, vulnerabilities and issues about the voung

general enquiries 0113 222 4444 LNVESTUR IN PEOPLE future

person: If the social worker is unavailable, enquiries will be escalated to the relevant team manager. If the team manager is not available, enquiries be escalated to the relevant Service Delivery Manager. This information will form part of a joint report to be delivered to the relevant institution within 24 hours of the young person arriving in custody. Where there is no allocated social worker; the YOS Court Officer will provide an individual report within 24 hours of the young person arriving in custody. Where the child has a social worker but the YOS Court Officer has been unable to collate information from the social worker, the YOS Court Officer will inform the social worker at the receiving institution of this, will provide an individual report and will inform the relevant CSWS Head of Service who will expedite the sharing of any additional relevant information within 24 hours ofthe young person arriving in custody.