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JD Circular 8/2006 Integrated Case Management (ICM) Notification of commencement

DescriptionJD Circular 8/2006 advising of the implementation of the Integrated Case Management process from 1 June 2006
Official Print Publication DateMay 2006
Website Publication DateDecember 07, 2006

Justice Department

Community Justice Services Division


Directors of Social Work

Criminal Justice Social Work Managers

Lead Officers for Throughcare

Scottish Prison Service


St Andrew's House

Regent Road

Edinburgh EH1 3DG

Telephone: 0131-244 5434

Fax: 0131-244 3297



Your ref:

Our ref:

30 May 2006

Document also available in PDF format (430KB)

Dear Colleague


I am writing to you about developments in the arrangements for statutory throughcare set out in Circular 12/2002.

In the context of the Management of Offenders etc. (Scotland) Act 2005, the Scottish Prison Service (SPS) with the Association of Directors of Social Work (ADSW) and the Scottish Executive Justice Department have been developing procedures to join up the SPS' sentence management process with the requirement in Circular 12/2002 (Statutory Throughcare Provision). This new process is called Integrated Case Management. An information sheet providing more data on the process is attached to this letter.

The new process will begin to be implemented from 1st June 2006. The Integrated Case Management (ICM) process builds on the principles and arrangements in Circular 12/2002 and is predicated on a case conference model. Much of the process will be familiar and in line with existing work. ICM is, however, an important development in the move to a more integrated approach to the work being done with prisoners whilst in custody and on their release. For this reason we are:

  • Finalising a joint practice manual; and
  • Undertaking national raising awareness events in early June [1].

The Tripartite Group, consisting of ADSW, the SPS and the Scottish Executive, has endorsed this new approach and there has been a wide consultation as the work has progressed.

This circular therefore provides notification of these changes to practice. A further circular will be issued once the ICM practice manual has been finalised. In the interim, should you have any queries, please contact:

Paolo Mazzoncini, SEJD Community Services Division on 0131 244 5356 (paolo.mazzoncini@scotland.gsi.gov.uk) or

Michael Stoney and Elise Birkse, SPS on 0131 244 8633 and 0131 244 8625 (Michael.Stoney@sps.gov.ukandElise.Birks@sps.gov.uk)

Yours faithfully


Head of Division

Integrated Case Management (ICM)


The following information provides key details on the background to, and development of, Integrated Case Management (ICM). The purpose of this information leaflet is primarily to help raise awareness amongst staff about the aims, objectives and process inherent in ICM.

Legislative Framework - The Management of Offenders Etc. (Scotland) Act 2005

The Management of Offenders Etc. (Scotland) Act 2005 (forthwith referred to as the MoO Act) completed its passage through the Scottish Parliament in November 2005 and received Royal Assent in December 2005. The Act contains several sections that provide a platform for the development of a multi-agency approach on which the Integrated Case Management process is based.

Section 1 of the MoO Act places a duty to co-operate on Community Justice Authorities, Local Authorities and the Scottish Prison Service - in effect, this means that these agencies must work closely together (by sharing information, planning interventions/services etc.) in order to better manage offenders pre, during and post sentence. Moreover, sections 10 and 11 of the Act will improve the way in which high risk offenders are managed in prison and in the community. These sections provide local authorities, the Police, and the Scottish Prison Service (known as the responsible authorities) with a function to establish (and review) joint arrangements for the assessment and management of the risk posed by certain sex offenders, violent offenders and those about whom the authorities are concerned. Separate guidance on Sections 10 and 11 (about the Multi Agency Public Protection Panel Arrangements - MAPPAs) will be issued at a later date.

Background - ICM

In early 2005, the Scottish Prison Service (SPS) instigated a wide-ranging review of its Sentence Management processes for all prisoners. The aim of this review was to examine how well the existing SPS' processes would fit with the future requirements inherent in the MoO Act and the Ministerial expectations therein [2]. At the same time, it was recognised that the MoO Act would impact on the Enhanced Throughcare Strategy and the requirements of Circular 12/2002 [3].

There are many commonalities in the Sentence Management and Circular 12 processes. Each appears to be operating with the same intentions, especially in relation to the assessment of risk/need and planning interventions to address and minimise these. However, each system appears to be working in isolation, suggesting a duplication of time, effort and resources.

The Sentence Management system was commented on in several of Her Majesty's Inspectorate of Prisons for Scotland reports for not being properly applied across the SPS estate. The audits conducted as part of the ICM project also showed very large gaps in the action planning component of the process which resulted in offenders' access to interventions being affected.

Circular 12 was issued in 2002 [4] and an audit [5] is currently being undertaken on progress made to date. Anecdotal information, which appears to be supported by the data coming from the audit, strongly suggests that the Circular 12/2002 process has not been implemented as fully or successfully as intended and that local authorities have experienced difficulty in applying it to all relevant offenders.

SPS set up a high level Project Board in 2005 to oversee the strategic development of the new ICM process. Below this Project Board, there is the ICM Advisory Group, which is responsible for monitoring and taking forward practical issues arising out of the work of many smaller groups which are looking at specific ICM issues. One noteworthy example of such a subgroup is the multi-agency ICM Social Care Group. This subgroup is worth mentioning because it has been instrumental in looking at the social work processes that are integral to successful implementation of ICM. SPS has worked with other stakeholders (e.g. the Association of Directors of Social Work, the Police and the Justice Department) in these groups and in the wider discussions around the implementation of ICM.

Aims of ICM

Integrated Case Management seeks to keep the positive features of Sentence Management, whilst ensuring that there are strong joint operational processes in place with other criminal justice partners. Importantly, Integrated Case Management seeks to unite the Sentence Management process with the requirements of Circular 12/2002 (for those prisoners subject to statutory supervision in the community). The aim of ICM is not solely about SPS having an efficient process in place which helps manage a prisoner's progression through custody. It is also about having a system in place that allows all the criminal justice agencies to work closely together to assess and manage risk, thereby reducing reoffending [6].


The date for full implementation of ICM is 1 June 2006. From April 2006 onwards there has been a gradual shift toward full implementation, inclusive of activities such as record conversion to the new PR2 screens, identifying & testing local operating procedures, training of all relevant staff in the ICM process and PR2 input [7]. These activities, along with the scheduling of June Case Conferences, will be monitored and supported by the project team and subgroup members to ensure full implementation is progressed.

ICM Practice Manual

In order to help staff understand the requirements inherent in ICM, a new practice manual is being produced: this is presently being finalised and will be ready for May/June 2006. The guidance has been deliberately designed to meet the needs of all staff involved in the process, though clearly much of the focus is on SPS and CJSW staff.

The guidance has been produced as one document because it is important that all staff involved in the ICM process see it in its totality and understand the role they play within that process. By producing the guidance as one document it is also hoped this will symbolise the new partnership approach to service delivery, promoted by the MoO Act.

Key Aspects of ICM

The ICM will integrate Circular 12/2002 and Sentence Management processes. ICM will:

· Be delivered to all convicted prisoners (not just those sentenced to 4 years or more, as with Sentence Management)

· Differ in intensity according to risk and not, as previously, sentence length

· Adopt a case conference approach that will feed the assessment, planning, intervention and review processes (involving all relevant service providers involved with prisoners subject to post-release supervision)

· Utilise the input of all service providers through an SPS IT-based system (PR2 that will become the standard case management tool)

· Have the same entry and exit procedures for all prisoners regardless of sentence length (all prisoners will undergo Core Screen and leave with a Community Integration Plan)

· Provide prisoners with a clear process which should encourage greater engagement with the action planning process and therefore desistance from offending on release

· Sequence interventions appropriately

· Ensure all relevant information is shared with appropriate service providers to facilitate a holistic planning process

· Facilitate fully integrated service provision (e.g. addictions, learning skills & employability and social care using assessment tools that have been consistently developed and support the IT-based case management file)

· Provide a greater recognition to the diversity within the prisoner population

Briefly highlighted below are the key roles for those involved in the ICM process:

  • SPS Link Officers are responsible for Core Screen Assessments which are completed within 72 hours of admission to custody;
  • SPS Case Co-ordinators and Prison Based Social Work are responsible for organising and chairing case conferences and contributing to these ;
  • Prison Based Social Work are effectively the link with Community Based Social Work colleagues in ensuring good communication and information exchange;
  • Service Providers (such as Addiction Services) will be expected to provide enhanced assessments and direct service provision;
  • Psychological staff will have the same role as other service providers, though additionally they will be expected to provide training on Motivational Interviewing Skills to Personal Officers and training to Case Co-ordinators;
  • Personal Officers will have a role to play in helping motivate the prisoner to engage with service providers, keeping track of the agreed plan/outcomes and supporting the prisoner; and
  • Community Based Social Work will be expected to attend and contribute to the Case Conferences and be the link with the family, community based services and the Prison.

As stated above, ICM is predicated on a case conference model. This approach brings together the prisoner, their family (where appropriate) and other key staff to examine the prisoner's progress through custody. The case conference will consider the actions/interventions that are necessary to help make the prisoner's stay in custody successful. The case conference will also examine the assessed risks the prisoner poses and help decide on appropriate interventions aimed at reducing those risks. This particular approach should prove useful in (a) keeping the prisoner at the centre of the ICM process, (b) maintaining a focus on issues which are external to the prison as well as internal, (c) the sharing of relevant information across agencies and (d) assessing and managing risk.

Changes to the Circular 12/2002 Timescales

Through agreement between SPS and ADSW, ICM changes timescales laid down in Circular 12/2002 for (1) the initial family visit and (2) the initial visit to the prisoner: currently 4 weeks and 6 weeks respectively. With respect to the former, the family should now be contacted within a 6 week period and offered a visit. In terms of the latter, the initial case conference should take place once the prisoner has been moved to his/her allocated prison.

In all likelihood, this will mean that the initial case conference will not take place until the three month stage. The initial case conference must take place as soon as possible after the prisoner has moved to the allocated prison or at the very latest 6 months from the date of admission to custody, regardless of whether the prisoner has moved to the allocated prison or not [8].

Next Steps - Raising Awareness and Information Giving

SPS have carried out awareness raising events in each of the prisons. A variety of different staff - including community based social work staff - were invited to these events. The focus of these events was on:

  • How to enter data on PR2 in a manner that is standardised and efficient
  • The roles and responsibilities of the key personnel involved
  • What the case conference model is and how it will work, etc.

Community based events are also being planned in Edinburgh (5th June 2006), Dundee (6th June 2006), Glasgow (7th June 2006) and Aberdeen (13th June 2006). These will be raising awareness sessions too. However, these events will also provide an overview of the developing Multi-Agency Public Protection Panel Arrangements (MAPPAs). Publicity material has been circulated.

Further Information and Contact Points

If you have any queries, please contact:

Paolo Mazzoncini, SEJD Community Services Division on 0131 244 5356 ( paolo.mazzoncini@scotland.gsi.gov.uk) or

Michael Stoney and Elise Birkse, SPS on 0131 244 8633 and 0131 244 8625 ( Michael.Stoney@sps.gov.uk and Elise.Birks@sps.gov.uk) [1]

[2] As stated, the MoO Act places a responsibility on Local Authorities, the Scottish Prison Service and the Police - and in certain cases other organisations such as Health and Housing - to put in place joint arrangements for the management of offenders. Appropriate (cross-agency) information sharing, good communication and robust risk assessment and management processes are all vital components in securing the aims of the Act.

[3] Criminal justice practitioners will be aware that Circular 12/2002 deals with throughcare provision for long term prisoners and prisoners subject to supervised release orders. For more information on Circular 12 and on the Enhanced Throughcare Strategy please see http://www.scotland.gov.uk/Publications/2004/07/19605/39872 and http://www.scotland.gov.uk/library5/justice/tcds-00.asp

[4] For clarity, Circular 12/2002 was revised in May 2004.

[5] The audit is often referred to as the "Phase 1 Audit" because it relates to Phase 1 of the Enhanced Throughcare Strategy (i.e. prisoners who are subject to statutory supervision).

[6] All prisoners will be subject to the ICM process. However, the information contained in this paper relates primarily to those prisoners who will be subject to statutory supervision on release.

[7] PR2 is the new SPS database system.

[8] NB - Short term sex offenders are included in the ICM process and their cases will be prioritised. We envisage that the ICM process will be brought forward for them and that they will not be disadvantaged, nor public safety compromised, because of the proposed changes to Circular 12/2002. Members will be aware that revised guidance was recently issued on this particular offender group (viz. Circular 19/2005).