Publication - Advice and guidance

Multi-Agency Public Protection Arrangements (MAPPA):national guidance 2016

Published: 3 Mar 2016
Safer Communities Directorate
Part of:
Law and order

Ministerial guidance to responsible authorities on the discharge of their obligations under section 10 of the Management of Offenders etc. (Scotland) Act 2005.

Multi-Agency Public Protection Arrangements (MAPPA):national guidance 2016
MAPPA Annex 5

MAPPA Annex 5

MAPPA Coordinator Responsibilities

The role of the MAPPA Coordinator includes the following responsibilities:

  • Report to, and be directed by, the MAPPA Strategic Oversight Group ( SOG)
  • Provide a central point of reference for responsible authorities and DTC agencies in relation to the MAPPA
  • Provide consultancy to agencies, providing advice and direction for MAPPA queries
  • In consultation with relevant organisations, develop policies and procedures to support the implementation and maintenance of MAPPA guidance/requirements
  • Design documents and other methods of information dissemination in support of MAPPA
  • Deliver MAPPA awareness-raising seminars
  • Attend team meetings of relevant agencies to provide information and support re MAPPA processes
  • Receive notifications and referrals to MAPPA
  • Act as single point of contact for all notifications
  • Complete quality audit of notifications, maintain records and compile statistics for reporting purposes
  • Act as single point of contact for all referrals
  • Act as a gatekeeper, ensuring that appropriate levels are made at the right level of risk
  • Challenge referral decisions if criteria do not appear to have been met
  • Act as a conduit for appropriate links between MAPPA and other public protection forums
  • Consult with child protection agencies to ensure explicit links with MAPPA and child protection systems are made and sustained
  • Consult with adult protection agencies to ensure explicit links with MAPPA and adult protection systems are made and sustained
  • Liaise with the SOLO on housing issues
  • Identify which agencies are central to the delivery of risk management plans and organise appropriate attendance at meetings
  • Develop and establish local networks with responsible authorities and DTC agencies
  • Maintain purposeful on-going contact with these agencies and negotiate with senior managers whenever necessary
  • Maintain up-to-date list of Single Point of Contact ( SPOC) for each agency
  • Call for supporting information from the responsible authorities
  • Identify which agencies should be core members of a MAPPA
  • Determine whether attendance is vital and call for reports where it is not
  • Require Agencies to search records for relevant information/collation of pre-meeting information
  • Send forms requesting information to invitees/agencies for action
  • Provide support to agencies to assist returns within five working days
  • Identify gaps in knowledge and seek additional information where required
  • Check quality of received information and address inadequacies with services
  • Follow up non-returns and report on this to strategic/implementation group
  • Arrange meetings, ensuring invitations to attend and supporting documentation are sent out on time
  • Maintain set days for meetings
  • Arrange initial meetings in consultation with attendees to maximise participation
  • Monitor the sending of invites to ensure they are received by agencies at least five working days prior to Level 2 meetings, more where possible
  • Arrange Level 3 meetings as quickly as possible to meet five-day performance indicator
  • Compile pre-meeting information pack and send with invitations
  • Provide quality assurance of MAPPA processes and monitor work to ensure a consistency of approach and that informed and appropriate decisions are taken
  • Conduct regular audits of MAPPA systems
  • Maintain and collate statistical information
  • Analyse audit results and feedback to responsible authorities
  • Ensure information systems and records are up to date and fit for purpose
  • Identify difficulties within systems and work with the responsible authorities to find solutions
  • Follow up non-attendance at MAPPA meetings
  • Liaise with senior manager colleagues to resolve difficulties in attendance
  • Link with Coordinators nationally to improve consistency of systems
  • Audit minutes and identify gaps for dissemination to MAPPA Chairs
  • Complete tasks from meetings as set by meeting Chairs
  • Access and, where appropriate, input information on ViSOR
  • Attend Level 3 meetings (and Level 2 meetings where possible)
  • Provide relevant input to meetings as required
  • Provide information to panel on behalf of absent agencies where possible
  • Assist the Chair as required
  • Provide panel with information regarding strategies used in other panels, whilst maintaining confidentiality
  • Manage the MAPPA administration support staff
  • Continually monitor workload and feedback issues to the responsible authorities
  • Provide support to staff in relation to confidentiality, dealing with offence related information etc.
  • Ensure cover is available for minutes taking/administration requirements
  • Quality assure minutes prior to them being sent out to panel members
  • Liaise with support services to ensure annual and sick leave is managed according to the contingencies of the service
  • Draft Annual Report on behalf of the responsible authorities
  • Develop inter-agency liaison including in relation to the development of training on risk assessment and risk management
  • Where appropriate, act as a single point of contact for external agencies in relation to training opportunities, e.g. RMA
  • Disseminate information on training opportunities to partner agencies
  • Collate information from assessing quality of supporting information to identify training needs
  • Attend training courses relevant to the assessment and management of dangerous offenders
  • Maintain Links with MAPPA in other areas
  • Inform other Coordinators when offenders move to their area
  • Secure cooperation from responsible authorities in other areas in relation to offenders and victim
  • Attend national Coordinators meetings as required
  • Form and maintain links with responsible authorities nationally, e.g. SPS, State Hospital
  • Ensure that the principles in relation to information sharing, confidentiality and disclosure are maintained as outlined in the Memorandum of Understanding and information sharing protocols
  • Actively participate in reviewing policy documents in light of legislative changes, and or internal developments, and at set review times
  • Ensure meeting participants are aware of confidentiality requirements and that confidentiality statement signatories are maintained
  • Provide advice to agencies regarding the on-going receipt and storage of sensitive information
  • Ensure documentation transfer is in line with the government protective marking scheme ( GPMS)
  • Obtain, where possible, copies of written consent for information sharing where appropriate
  • Ensure discussions about public disclosure are recorded adequately within meeting minutes
  • Actively market the work of the MAPPA
  • Undertake other such reasonable duties which may be required from time to time by the SOG.