COMMISSIONER'S DIRECTIVE

Sentence Management

Policy Bulletin 202

POLICY OBJECTIVES

1. To ensure that offenders sentenced, committed or transferred to a penitentiary are legally incarcerated in accordance with the directions of the Court and within legal parameters.

2. To ensure fairness and consistency in admission, detention and release of offenders under CSC authority.

AUTHORITIES

3. Corrections and Conditional Release Act (CCRA)

Criminal Code of Canada

CROSS-REFERENCES

4. Sentence Management Manual

Corrections and Conditional Release Regulations (CCRR)

Immigration and Refugee Protection Act

Criminal Records Act

Identification of Criminals Act

International Transfer of Offenders Act

Extradition Act

Prisons and Reformatories Act

Youth Criminal Justice Act

Controlled Drugs and Substances Act

Canada's Charter of Rights and Freedoms

Access to Information Act

Privacy Act

ROLES AND RESPONSIBILITIES

5. The Assistant Commissioner, Correctional Operations and Programs will ensure that technical information related to the interpretation and calculation of sentences and the admission, detention and release of offenders, is provided to all levels of the CSC.

6. The National Advisor Sentence Management will determine when national audits of Sentence Management will occur. Audits may be requested by Regional Advisors of Sentence Management.

7. The Institutional Head will ensure that the following self-auditing measures are maintained:

1. where two or more individuals work in Sentence Management, the initial sentence calculation and/or amendments will be verified by a second individual; and
2. where one person works in Sentence Management, the Regional Advisor, Sentence Management will ensure that measures are in place for the verification as prescribed above.

8. The Chief of Sentence Management will ensure that the following self-auditing measures are maintained:

1. audit all transfers "in" within thirty days of the transfer and refer any major discrepancies to the Regional Advisor, Sentence Management; and
2. conduct final "pre-release" audits no later than nine months prior to the Statutory Release Date.

9. All staff working in Sentence Management are required to comply with the Sentence Management Manual.

ADMISSIONS

10. Before accepting an individual into federal custody, Sentence Management will:

1. verify that the Warrant of Committal and the waiver of the 15-day delay is provided and is in proper order;
2. verify pertinent legal documentation for all other admissions before accepting an individual into the institution;
3. ensure that basic personal data concerning the offender is obtained
4. ensure that offenders are fingerprinted in accordance with the system and methods approved by the Royal Canadian Mounted Police, on the RCMP form C-216 entitled "Fingerprint Identification".

NUMBERING OF OFFENDERS

11. The Fingerprints System (FPS) Number assigned to each offender by the RCMP will be the standard offender identifier for the CSC.

12. This number will be used to identify individual offenders in all communication within the CSC and external partners, e.g. NPB.

13. The number mentioned above will be used for identification purposes only. Offenders will be addressed by their proper names in all written and verbal communication with staff.

NAMES

14. The name appearing on the Warrant of Committal which brought the offender into the penitentiary will be the name used to identify the offender. All other names and spellings will be reported as aliases.

15. The offender may:

1. if sufficient documentation or proof is presented, request in writing that he or she be known by his or her real (legal) name; or
2. if a Court document is produced that indicates that a legal name change has occurred, request in writing that he or she be known by the name appearing on the document, and, in either of the instances mentioned above, all institutional/community records will be amended and/or annotated to reflect the change. Former name will be noted as an alias.

16. If a change of name occurs, Sentence Management will ensure that the offender is fingerprinted and photographed using the real or legal name, and ensure that this documentation is submitted to the RCMP.

INSTITUTIONAL REGISTER

17. Every offender, upon formal admission, will be added to the institutional population register.

18. An offender will only be removed from the register when released on any form of continual conditional release or upon discharge on expiration of sentence, death or court order. Offenders on "temporary" release programs such as temporary absence and offenders temporarily out of the institutional custody for other reasons will remain on the register.

19. Temporary detainees, detained on suspension of conditional release or individuals on remand, will not be formally admitted or added on the institutional register but will be included in the institutional count system

20. An offender in a penitentiary under temporary accommodation meets the definition of an inmate who is in lawful custody. When an offender wishes to terminate the temporary accommodation arrangement, CSC can take a reasonable amount of time to process the release.

SENTENCE CALCULATION

21. Every offender will be provided with a copy of his or her sentence calculation and, upon request, shown his or her Warrant(s) of Committal or a copy of the Judge's endorsement on the record of conviction.

22. If an offender escapes or is declared unlawfully at large from a federal institution, Sentence Management will ensure that the information has been entered onto OMS no later than the first working day following the incident.

23. Following the capture of an offender who has escaped or who is unlawfully at large, he or she will be detained at an institution in the region of the arrest pending arrangements for readmission to a specific institution.

RELEASE/DISCHARGE

24. Sentence Management will coordinate the timely issuance of pertinent release/discharge documents.

Commissioner

Original signed by
Keith Coulter

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