Criminal Justice Directorate
Community Justice Services Division
T: 0131-244 5356 F: 0131-244 3548
Directors of Social Work/Chief Social Work Officers
Criminal Justice Social Work Managers
Scottish Courts Service
Chief Officers, CJAs
Our ref: Justice Circular number JD/10/2009
4 November 2009
Implementation of Electronic Communication of Community Service Orders and Probation Orders
This Circular should be read in conjunction with my letter dated 1 September 2009, which informed you about pilot exercises in Dunfermline and Hamilton Sheriff Courts, to take forward procedures for electronic communication of community service orders and probation orders. Following the successful operation of the pilots we have agreed with the Scottish Courts Service and ADSW to roll out the process to all sheriff courts throughout Scotland.
From Monday 9 November 2009, sheriff clerk staff will, where possible, before the close of business each day, send electronic copies of all Community Service Orders and all Probation Orders to the local authority in which the court is situated, using the agreed secure email address provided. ( see Annex A). Where it has not been possible to transmit a copy on the day of the court, this will be given priority on the next court business day. Criminal justice social work managers are asked to bring this letter to the attention of all staff involved in community service and probation orders who are asked to take the action below
Action by Criminal Justice Social work staff
- To arrange for daily inspection of the e-mail box to ascertain whether there are any orders requiring action. Daily inspection of the e-mail box is required even if the local court does not operate on a daily basis since orders may now be forwarded by any local authority in Scotland.
- It is important that the e-mail box is checked no later than 10 a.m. every day. This will allow orders received to be actioned timeously.
- The receiving local authority will have responsibility for onward electronic distribution, where needed, to the appropriate local authority in which the offender resides or will reside, using the agreed secure email address provided at Annex A.
Please find attached a copy of the revised list of secure email addresses which have been provided and agreed with all local authorities (excluding the islands). Please note that any amendments to these secure email addresses must be directed to Charlie O'Neill in the Scottish Government's Community Justice Services Division (Charlie.O'Neill@scotland.gsi.gov.uk (telephone 0131 244 3549)) in order that a revised list can be produced and circulated periodically.
Any enquiries regarding this letter should also be addressed in the first instance to Charlie O'Neill.
Further guidance regarding the arrangements for print-off of orders in court to allow the order to be served on the offender before he or she leaves the court will be issued in due course.
Head of Community Justice Delivery