Probation
Circular
TO: Chairs of Probation Boards, Chief Officers of Probation, Secretaries of Probation Boards
CC: Board Treasurers, Regional Managers
AUTHORISED BY: Paula Cairney, Head of Training and Development, Probation Area Co-ordination Unit
ATTACHED: Annex A: Curriculum
Annex B: Business Planning and Quality Assurance
Annex C: Equality Impact Assessment Form
Annex D: Resource Impact Assessment
RELEVANT PREVIOUS PROBATION CIRCULARS
PC41/2005, PC136/2001
CONTACT FOR ENQUIRIES
mandy.pointon@homeoffice.gsi.gov.uk or 020 7217 0791
PURPOSE
This PC provides details of the revised learning and development programme for PSOs and
equivalent grades. Following on from work undertaken in the Role Boundaries project it was
agreed that the curriculum and structure of the programme needed revising for 2007-08 to take
into account changes in practice since 2005. Specific attention has been given to the
production of workbooks and other materials to support the programmes. The circular has been
discussed and agreed with NAPO and UNISON learning and development representatives.
ACTION
Chief Officers are asked to work with the Consortium Director to ensure that existing PSO
programmes, and any new programmes, meet the criteria outlined in this circular. Consortium
Directors are required to submit business plans covering proposed programmes for approval.
These plans must be based on a learning needs analysis and should involve consultation with
relevant trade unions. Consortium Directors will also manage the audit arrangements for
programmes which will provide feedback to NOMS HQ.
SUMMARY
PSO learning and development programmes need to be revised to take into account
developments in practice and the introduction of new qualifying training arrangements in 2008-
09.
Programme structure
Stage 1: Passport into Practice – first step towards working with offenders
Stage 2: Foundation Skills, Knowledge and Understanding
Stage 3: Further Skills, Knowledge and Understanding (including Specialist posts)
1. In the PSO programmes a clear target is to ensure that newly appointed staff have been
through a basic orientation to working with offenders before they are deployed in face-to-
face posts. With this in mind the Passport into Practice stage of programmes should be
able to demonstrate how this immediate need will be met and signed off as completed
by the line manager. Given operational demands it is recognised that it will not always
be possible to coincide the availability of a training programme with the start of
employment, therefore one of the workbooks (Induction) is designed to be used for self-
directed learning from the first day of appointment. Local induction procedures should
also ensure that the main points in the Induction workbook are covered. This passport
to practice stage should take place as the main activity of the first week or two weeks in
the new post.
2. The induction to Core Skills stage of the PSO programme covers eight modules and
should be delivered over the first three months in the new post. In some cases, where a
participant requires specific skills in order to work in a specialist post, modules from
Stage 3 may need to be included in the induction stage of the programme.
Stage 3: Further Skills, Knowledge and Understanding (including modules for specialist
posts)
3. The further skills stage of the PSO programme covers a wide range of modules
(including modules for staff in specialist posts) and programmes should cover the
modules most relevant to the specific staff being trained. This part of the programme
should ideally be delivered as part of a continuous programme following on from the
Induction to Core Skills, and the whole programme should be delivered within the first
year in post.
Target groups
4. The focus of the PSO Learning & Development programmes is to build the competence
of this staff group to work with Tier 3 (OM Model) offenders. The learning needs analysis
undertaken as preparation for the programme will identify staff who will benefit from the
programme as well as identifying other potential sources of meeting needs, like, for
example, the OM Transitional training (phase 3).
5. The workbooks which support learners on the PSO programmes may also be useful for
the self-directed learning (as part of an appraisal commitment to learning and
development, for example) of other PSOs who are unable to attend the formally
delivered programme.
PC18/2007
PSO Learning & Development ISSUE DATE – 8 June 2007
Programme 2007-08 UNCLASSIFIED 2 of 5
UNCLASSIFIED
6. The curriculum includes options for the assessment of learners, as well as the usual
learning outcomes and cross references to national occupational standards. Existing
PSO programmes have been using a range of assessment techniques and in their
business plans Consortium Directors need to indicate how learning will be assessed.
The range of options includes workbooks, tests professional discussion and reflective
account or journal. The concept of Observed Practice (which might be escalated to
Assessed Practice) has also been included. All assessment arrangements should
include how learning will be signed off by the line manager or other appropriate person.
7. A new curriculum has been drawn up for the PSO Learning & Development programme.
It stays quite close to the previous curriculum as this has proved robust enough and also
because there is no intention to radically alter existing good arrangements for PSO
development.
8. The main work on the curriculum was undertaken as part of the Role Boundaries project
of 2006 and the curriculum has been revised and refreshed in the light of changes in
practice, in response to points made about training in HMiP reports, and in the light of
significant and positive developments made in the implementation of the existing PSO
programmes.
9. The curriculum incorporates some of the newer modules which have been developed for
existing programmes as well as the basic elements of the Offender Management
Transitional training.
10. As well as providing the module together with learning outcomes, the curriculum also
identifies relevant learning materials and potential assessment techniques for the
module.
11. Where appropriate each module has been cross-referenced with the new National
Vocational Qualifications and with the Reducing Re-offending Pathways identified in
policy and research.
12. The modules are based on notional learning hours of one day for each module. The
workbooks do not have a specific notional learning time attached to them as their use
can be tailored to the individual’s need. Modules have been designed for a flexible
approach to delivery which allows for the notional learning hours to be delivered through
different methods like taught sessions and self-directed learning using the workbooks.
Support Materials
13. Many excellent support materials have been developed through the existing Consortium-
delivered PSO programmes and in issuing this probation circular this best practice has
been brought together to create support materials which cover the many of the modules
in the revised curriculum. These materials include workbooks which support each
module and contain all the materials trainers will need to deliver a programme including
participants’ workbooks and assessment materials. In the curriculum other existing
materials (for example, the Risk of Harm CD Rom) have also been referenced or
suggested together with how these can be acquired. Wherever possible the learning,
teaching and assessment materials which support the PSO Learning & Development
programme will be available through EPIC.
PC18/2007
PSO Learning & Development ISSUE DATE – 8 June 2007
Programme 2007-08 UNCLASSIFIED 3 of 5
UNCLASSIFIED
14. Consortium Directors are required to submit, by July 31 2007, a Business Plan covering
proposals for running the PSO Learning & Development programme in their region. This
will involve a check of current arrangements to ensure they match up with proposals in
this PC together with proposals for any adjustments required. It will also include a
training needs analysis to identify which staff need the training as well as what other
sources of training (e.g. OM Transitional Training Phase 3) might meet needs in ways
which avoid duplication.
15. The introduction of NAPO’s Union Learning Fund representatives provides an
opportunity for Consortium Directors to work together with the union to ensure these
plans meet regional training needs and business plan returns can include reference to
this.
16. Plans should also clarify the arrangements for the assessment of learners which will be
used as part of the programme.
17. The programmes, once up and running, will be subject to quality assurance visits and
audit checks based on data returns.
Funding arrangements
18. The funding for the PSO Learning & Development programme is £800 per head up to a
maximum of 1000 participants and will be allocated and administered through the
existing Regional Consortia arrangements. The distribution of places will be according to
the cash limit formula and regions have already been advised of their allocations.
Funding will be released according to existing arrangements based on the returned
Business Plans.
19. The available funding can be used either for the induction of new PSOs or for the
training of existing PSOs who are moving into new roles or taking additional casework
responsibilities. Where the learning needs analysis indicates a gap in the competence
of existing casework staff, the clear priority must be to bridge this gap.
20. Finally, this probation circular sets out the arrangements for PSO Learning &
Development programmes for 2007-08 and in doing so seeks to bridge the gap between
now and the introduction of the new qualifying training arrangements. The aim is to
prepare staff for the style of learning which will be contained in the future arrangements.
To this end, within the scope of the PSO learning project, work is simultaneously being
undertaken on the design of Development and Progression Awards for PSOs which
could well form the first building block of the new arrangements. This work will help to
explore accreditation options for future PSO training.
Development Awards
21. Development Awards provide a framework for a cluster of NVQ units to be put together
to create an award. It is recognised that probation staff, primarily PSO grade, who have
contact with offenders, can experience difficulty in finding a broad enough range of work
to evidence a full Level 3 NVQ. Work is in progress with Skills for Justice and City and
Guilds to develop groups of five units with direct links to the specific roles many PSOs
are currently performing. The aim is for these awards to be certificated by City and
Guilds and be part of the National Qualifications Framework. The project team
PC18/2007
PSO Learning & Development ISSUE DATE – 8 June 2007
Programme 2007-08 UNCLASSIFIED 4 of 5
UNCLASSIFIED
anticipate these awards will be finalised by November for implementation at the end of
the year.
Progression Awards
22. Progression Awards provide underpinning knowledge, in a structured format, for the
practical roles undertaken by staff working with offenders. These awards complement
the practical assessment process necessary for an NVQ and ensure individuals can
operate with knowledge and understanding of the actions they are performing.
23. Work is underway with City and Guilds to develop these awards and to synchronise the
delivery with the introduction of the ‘Development Awards’.
24. The work on these awards should facilitate the process of accrediting current learning
and practice in ways which will be supported by the accreditation of prior learning
arrangements which will be part of the new arrangements.
PC18/2007
PSO Learning & Development ISSUE DATE – 8 June 2007
Programme 2007-08 UNCLASSIFIED 5 of 5
ANNEX A
STAGE 1 of the PSO L&D PROGRAMME – PASSPORT INTO PRACTICE: FIRST STEP TOWARDS WORKING WITH OFFENDERS
Passport into Practice is specifically aimed at new staff and is part of their first experience of working in the organisation and is intended to ensure that they are
properly introduced to how the risk of serious harm is assessed and managed by the organisation and to the importance of working as a member of a public
protection agency. No new member of staff should be allocated work involving direct contact with offenders until their Passport into Practice has been signed off
by their line manager.
STAGE 2 of the PSO L&D PROGRAMME – FOUNDATION SKILLS, KNOWLEDGE & UNDERSTANDING
These modules form a foundation programme for PSOs and equivalent grades of staff, providing a basic understanding of role, organisation and working in the
community and criminal justice environment. It is recommended that these modules are covered within the first three months in post. Each module is equivalent
to one day in notional learning time. The modules will also provide some general knowledge and understanding for a number of the Level 3 NVQ units, and
where there is a direct link this has been indicated in the Reference column. In anticipation of the new qualification framework for practitioners it is recommended
that participants in the programme are encouraged to compile a portfolio of evidence of their learning.
2.6 a. Identify the key components of effective • Training event • Observation of practice NVQ: AB1
Introduction to communication • Workbook with support (from • Simulation
Communication b. Explain the barriers to effective manager, mentor, coach) • Work products
Skills communication and how these can be • Reflective account or journal
minimised • Professional discussion
c. Describe how to maintain personal and
professional boundaries in working
relationships
Understand how to plan, prepare, undertake
and record interviews
The modules in Stage 3 build on the foundations laid in Stage 2. In order to build competence to work with Tier 3 offenders it is likely that some staff, especially
new entrants, will need to complete the entire range of modules; other staff, however, will have existing skills from current and previous experience and therefore
may only need to undertake those modules which meet their specific skills gaps. In the case of staff new to post and who need to attend the whole programme it
is recommended that the programme is completed within the first 12 months in post.
3.18 a. Understand the current situation of • Training event • Practice evidence NVQ:
Resettlement prisoners and those recently • Workbook with support (from • Professional discussion F13
released from prison manager, mentor, coach) • Reflective account or journal
b. Understand the work of the Reducing Re-
offending
resettlement PSO Pathway 1:
c. Understand the process of Accommodation
completing an HDC Pathway 2:
d. Understand the conditions of ETE
release on licence Pathway 5:
e. Understand the recall process Finance,
f. Understand the process of oral Benefits and
hearings. Debt
This section contains modules (with Learning Outcomes only) which might be useful as part of a programme for staff in specialist posts.
PSO - IN COURTS
……………………………..Consortium
A learning needs analysis will have to be conducted to ascertain how the PSO
allowance is to be spent. Please detail below how this will be arranged.
Area Who will do this and how will this take place
1
2
3
4
5
2a Please list below the induction arrangements for newly recruited PSOs.
(i.e. ‘Passport to Practice’ or other arrangements)
Area Arrangements
1
2
3
4
5
Area Delivered by
1
2
3
4
5
Advanced Skills, Knowledge and Understanding
2c Please list below who will be delivering the components of this programme
Area Delivered by
1
2
3
4
5
4. How many PSOs by area are you planning for the financial year?
5. Does each area have a system in place for monitoring the profile of
this PSO group (eg age, ethnicity, gender) to which you have access?
Area System
1
2
3
4
5
6. If there is not a system in place to which you have access how do you
plan to capture this data?
7. If other areas of PSO training have been identified, please detail those
here and suggest how they could best be delivered.
8. Please describe below how you will gauge learner satisfaction of the
programme.
9. Describe below how you will assess learning at the end of the
programme and how this will be authenticated by line management
10. Describe below how you will evaluate the performance of the whole
programme ensuring you capture: attendance; completions; area
satisfaction; evidence of knowledge and understanding; use of
observed practice and liaison with Union Learning Fund representatives.
Date completed……………………………………………………………………..
Signature of Director……………………………………………Date……………
PROGRAMME TRACKING SHEET
…………………………………………..CONSORTIUM
Part 1
The following should be completed at the start of each Individual programme
and a copy sent by E Mail to: Ingrid.wheeler@homeoffice.gsi.gov.uk
Numbers expected to attend this programme ( enter name here or attach list)
Signed………………………………………………………Date……………………
----------“”------------
PROGRAMME EVALUATION
This should reflect your statement in sections 5 -10 of your business plan
Signed………………………………………………..Date…………………………..
Consortium Director…………………………………………….Date…………….
Business Planning Document…….Notes on completion.
Area. Where this is requested enter the name of the Probation Area i.e.
Derbyshire, Gwent etc
1 Learning needs analysis. Give the area and how they plan to undertake the
learning needs analysis of their existing staff. If an area has recently
undertaken this piece of work please use existing data
2a In arrangements box insert what arrangements the area is making for PSO
induction .
2c As above
2e In this box detail how the learning needs of current staff are to be met, who
will deliver the training and how this will be delivered.
3. Enter as headings
7 An example of how this section can be used is to identify training needs for
more experienced PSOs
Part 1
If groups of learners are starting together one form can be sent with names
attached.
If an individual starts the programme the same form should be sent.
Forms should be sent by E Mail at the start of the programme
Part 2
This is a continuation of part one and should be sent by E Mail within 4 week s
of the end of the programme.
The programme evaluation should accompany this document.
Indicate by each area the % level of attendance:
e.g. 12 sessions x 10 attendees (if all attended all sessions) = 120
12 sessions x (average) of 7 attendees = 84
Therefore the % level of attendance is 70%
NPS Race Equality Impact Assessment template
Annex C
A. INITIAL SCREENING
Develop skills of PSO grades of staff to work competently with offenders up to and
including Tier 3 of the OM Model.
3. Target groups
Who is the policy aimed at? Which specific groups are likely to be affected by its
implementation? This could be staff, service users, partners, contractors.
For each equality target group, think about possible positive or negative impact,
benefits or disadvantages, and if negative impact is this at a high medium or low
level. Give reasons for your assessment. This could be existing knowledge or
monitoring, national research, through talking to the groups concerned, etc. If there
is possible negative impact a full impact assessment is needed. The high, medium or
low impact will indicate level of priority to give the full assessment. Please use the
table below to do this.
1
NPS Race Equality Impact Assessment template
Men 9 L Positive:
Staff – improved learning
opportunities and career
development
Diversity included as specific
module in the L&D
programme
Negative:
Asian/Asian 9 Positive:
British people L Staff – improved learning
opportunities and career
development
Diversity included as specific
module in the L&D
2
NPS Race Equality Impact Assessment template
programme
Negative:
Black/Black 9 L Positive:
British people Staff – improved learning
opportunities and career
development
Diversity included as specific
module in the L&D
programme
Negative:
Chinese 9 Positive:
people or L Staff – improved learning
other groups opportunities and career
development
Diversity included as specific
module in the L&D
programme
Negative:
People of 9 Positive:
mixed race L Staff – improved learning
opportunities and career
development
3
NPS Race Equality Impact Assessment template
Negative:
Negative:
Travellers or 9 L Positive:
Gypsies Staff – improved learning
opportunities and career
development
Diversity included as specific
module in the L&D
programme
Negative:
Disabled 9 L Positive:
people Staff – improved learning
4
NPS Race Equality Impact Assessment template
Negative:
Negative:
Transgender 9 L Positive:
people Staff – improved learning
opportunities and career
development
Diversity included as specific
module in the L&D
programme
Negative:
5
NPS Race Equality Impact Assessment template
Negative:
Negative:
Negative:
As a result of the above, indicate what questions might need to be answered in the
full impact assessment and what additional research or evidence might be needed to
do this.
6
NPS Race Equality Impact Assessment template
Full impact assessment required. This is being commissioned externally and will run
through into the operational life of the circular.
7
NPS Race Equality Impact Assessment template
3. Target groups
Who is the policy aimed at? Which specific groups are likely to be affected by its
implementation? Use the initial screening to summarise potential adverse impact on
each group as identified above and the reasons given. What knowledge and
information do you already have, what further research or evidence should be
collected in the full impact assessment?
√ Gender
√ Race
√ Disability
√ Sexual orientation/transgender
√ Age
√ Faith
8
NPS Race Equality Impact Assessment template
How will the IA be approved and integrated into senior management processes?
5. Consultation
Give details of any planned internal staff and external community consultation and
engagement.
Who will be consulted, how will it be done, when, what are the aims of the
consultation, what will be done with the results?
Are a diverse range of staff, service users and stakeholders consulted?
How will be impact assessment process be publicised to give as many people as
possible an opportunity to take part?
The Impact Assessment will be placed on EPIC, the probation service intranet.
9
NPS Race Equality Impact Assessment template
What other aspects of the way this policy is, or might be, implemented, should be
explored?
Are there any points within the policy as it stands where the potential exists for
negative impact on staff or service users or stakeholders across all groups?
Is there any existing evidence to show that adverse impact on any racial group has
occurred previously in this area, if so what?
If not what evidence will you need to collect to assess the impact? (This might be
monitoring, evidence from staff networks, evidence from service users, surveys,
interviews, focus groups, wider consultation, research at national or area level on
impact of similar policies or functions, etc.)
How can you be sure you have fully understood potential for adverse impact? Have
relevant community members been engaged at all stages in identifying questions to
ask, areas of concern?
What level of community consultation and engagement has taken place during the
impact assessment? What were the results?
Overall, how does the policy promote equality, eliminate discrimination and promote
good relations?
10
NPS Race Equality Impact Assessment template
What conclusions can be drawn from the consultation and the evidence collection?
In what ways will be policy promote good relations, promote equality and eliminate
discrimination? Does it need amending to reflect this?
11
NPS Race Equality Impact Assessment template
Race
Gender
Disability
Sexual orientation/transgender
Faith
Age
Publish on EPIC
12
NPS Race Equality Impact Assessment template
The policy will be reviewed in line with the QA process and by the NOMS OM Team.
13
NPS Race Equality Impact Assessment template
The ten steps below are practical suggestions about how to approach the impact
assessment process in general to ensure that it is thorough and fully evidenced.
These notes supplement the more detailed guidance in the Home Office Impact
Assessment template, to which probation areas should refer for more information
if required, as well as the CRE guidance on impact assessment.
1. Establish the local baseline in your area – this will help with all
impact assessments
Who are your service users? Who are your staff? Who are your partner
organisations and those to whom you contract services? What do you
know about these groups in relation to racial and cultural background, age,
faith, gender, etc? Do you have enough knowledge and information about
these diverse groups to be able to assess the impact of your policies and
practices on each of them? What sort of information might you need to
show that you can give detailed consideration to the possible impact?
If you don’t have it, how can you get it? What do you know about your
local community and sources of advice and expertise that you could tap
into? How can you find out? What could be available in your area or at
national level, to strengthen local community sources and their capacity to
help with the impact assessment process?
Area there any race equality issues in your area which should be taken
into account? For example have there been any employment tribunal
cases alleging racial discrimination, or complaints from service users or
community groups? What well know community concerns are there
beyond the probation service – for example any known concerns about
policing, or poor community relations – these external factors can affect
how the Probation Service delivers its services.
Will all impact assessments be done by one person, for example, the
diversity manager? Or will relevant policy and operational managers carry
them up with advice from the diversity manager? How will the assessment
be communicated and actioned by senior management? How will the
outcome form part of regular performance and management review
14
NPS Race Equality Impact Assessment template
Will impact assessment training be provided for all those responsible for
impact assessments?
What is the best way for you to involve local communities, faith groups
etc? What sort of support from you might they need in order to take this on
effectively (resources, access, methods of communicating, frequency of
consultation and so on)? Are any existing consultation methods working
well and do they include the right people? If not, set up a strong and
effective system of regular consultation with local communities.
Once a good process is in place, consult before you begin the impact
assessment to help to identify potential problems, adverse impact or areas
which you need to explore.
15
NPS Race Equality Impact Assessment template
What and who does the policy or function affect? How much do you
already know about the way it works: has there been any ethnic
monitoring in the past, any staff or service users surveys, audit reports or
other information? Are there any identified concerns?
Use this and the consultation process above to think through any potential
adverse impact of each area: what are the danger points where unfair
treatment might occur? How much discretion is involved, and how is this
discretion supervised and by whom? How is use of discretion recorded?
What management oversight and supervision is in place for the policy or
function?
What are the gaps in your knowledge of the impact of this policy or
practice and how can you fill them?
In the impact assessment you need to describe what the various sources
of evidence were; how it was obtained, from whom and what were the key
issues (concerns or successes) which the evidence suggests. It is not
enough to state that no adverse impact has been identified: the
assessment must make clear the basis for that statement: the how, who,
what and when of arriving at that assessment.
16
NPS Race Equality Impact Assessment template
Make sure your local ethnic monitoring system can provide the answers to
your own local questions (not just provide data for NPD statistics!) and
reflects what you know about your service users and your staff. Make sure
that everyone involved knows why they are monitoring and how to do it.
Think about additional ways to check for impact and gather evidence as
time goes by: annual service users and staff surveys, for example. Use
local independent external contacts (for example local universities) to
17
NPS Race Equality Impact Assessment template
18
Annex D
It is clear that several areas, which have previously under-invested in this area
will have to commit more resource to PSO training to meet the requirements
of the PC. The remaining areas which already provide PSO training above the
minimum standard will continue to do so and their investment of funds and
staff time represent a significant resource for the programme.
The issue of this PC will require areas that do not currently meet the standard
to divert training funding from other initiatives. Research indicates that areas
spend on average £65K per year of area budgets on training initiatives that
are not mandated by NOMS.
The Unions are currently in formal dispute with employers on the issue of
PSO training investment. The proposed curriculum and arrangements have
been negotiated with them. Failure to issue the PC will cause an escalation of
the dispute and may lead to industrial action that would undermine the
performance of Probation Areas.