- Leaked memos reveal ‘change strategy’ for watchdogs
- Monitors told it’s not their job to solve problems
Prison watchdogs have been told to stop pursuing complaints on behalf of prisoners – because it takes up too much time.
The instruction has been issued to members of the Independent Monitoring Boards (IMBs), the volunteers who visit every prison in England and Wales to assess conditions and help prisoners with problems.
The Boards are suffering from a shortage of volunteers, with 700 current vacancies, meaning that at some prisons they struggle to monitor all areas and produce annual reports on time.
In response, the IMB Secretariat – a team of civil servants in London, responsible for co-ordinating the work of local Boards – has embarked on a ‘change strategy’ to make the workload more manageable.
A set of proposals was circulated to selected IMB members over the summer. But when they were discussed in focus groups, they provoked anger among some members who disagreed with the ideas.
Most controversial was a suggestion that IMBs should spend less time dealing with ‘apps’ – the forms submitted by individual prisoners seeking help with a problem that the prison’s own complaints system has failed to resolve.
A memo sent by the IMB Secretariat and leaked to Inside Time states: “Monitoring must always be the priority activity undertaken by a Board … The time spent on apps should be proportionate and balanced within other monitoring activities; Boards that spend too much time embroiled in the detail could miss the bigger picture and fail to identify systemic problems.
“The ‘taking of applications’ does not mean that a Board should fix or actively pursue the issue raised by the detained person, as this simply masks the failures in the prison/immigration detention system. It is the role of the IMB to put pressure on establishment staff to address the problem instead, and usually to advise the prisoner or detained person how they can pursue the issue themselves.”
Also circulated was a ‘template letter’ (pictured), which IMBs could send to prisoners who have submitted apps. It begins: “As you may know, in dealing with applications the IMB role is not to sort out the problem, or carry out an investigation.”
One IMB member who took part in a focus group told Inside Time: “There was a lot of anger in my group about these proposals. The National Management Board of the Secretariat is pushing through these changes against the wishes of most IMB members, and they don’t have the authority to do that.
“Prisoners submit apps to the IMB when they have a problem and the prison’s complaints system hasn’t worked. It’s being suggested we fob them off with a template letter telling them to put in another complaint – but if we do that, they’ll lose all confidence in the IMB. We need the trust of prisoners to provide us with information to support our monitoring.”
Despite the objections, the Secretariat is pressing ahead with its plans and will issue a document called ‘Expectations’ in January, setting out guidelines which local IMBs will be expected to follow.
A national IMB spokesperson said: “While we understand why prisoners may look to IMBs to resolve individual problems, it is the role of the IMB to monitor places of detention, not fix issues directly. As such the time spent on applications should be proportionate and balanced within other monitoring activities.
“For example, we know that the poor management of property by HMPPS has a significant impact on individuals. Addressing these issues on a case-by-case basis may offer short-term relief but does not lead to long-term improvement. The IMB uses monitoring findings to inform thematic publications and broader awareness, which are designed to influence policy and practice at a systemic level.”
The spokesperson acknowledged that there had been objections from some IMB members, adding: “As with any focus group, a range of views were expressed, including differing and sometimes strongly held opinions … All feedback was considered carefully by the member-led advisory groups who developed the draft frameworks.”
The spokesperson said that the changes would “improve the consistency and quality of monitoring across the organisation, provide greater clarity about expectation for both new and existing members, and make the IMB more sustainable in a declining voluntary sector”.