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Smart Survey Instructions for the Festive Period (24.12.21)
Reporting Update (08.10.21)
Analytical Services and the COVID-19 Reporting Team regularly provide feedback to sites to address any missing or incomplete information in the COVID-19 returns – these data QA exercises have proved helpful in terms of closing data gaps.
The most recent communication to regional and local prison COVID-19 Reporting SPOCs relating to staff returns was on the 8 September. These updates include feedback on specific data for each site to review and update. However, there remain a number of data omissions on some site returns, for example employee number and reason for absence.
The data errors should be worked on and corrected in the next submitted COVID-19 returns.
It is essential that the COVID-19 returns are as comprehensive and complete as possible in order to support our continued understanding and analysis of the impact of COVID-19 on HMPPS.
Please ensure that returns are reviewed and if necessary updated by the local Reporting SPOC (as per the individual site feedback provided to them) by close of play on Friday 29 October at the latest.
Guidance on completing the data entries can be obtained from: Andrew.McCowie@justice.gov.uk
If you require a further copy of the latest site data status report, please contact HMPPSCOVID19@justice.gov.uk
NB: Please see attached guidance on data returns / quality.
Defensible Decision Logs
As we continue recovery and you make progression at your establishment, it is still important that you maintain Defensible Decision logs.
HMPPS have put in place and consistently reviewed numerous risk assessments with considered UKHSA specific guidance in order to safely run prisons through Covid-19. Live risk assessments, as well as Safe Operating Procedures and Local Operating Procedures, act to inform a Governor of ongoing risk and how this can be managed.
Secondly, Governors were previously advised to open a Defensible Decision log and keep it open for the duration of the Covid-19 period in order to record decisions made outside of policy. Vitally, the log must continue to demonstrate the justification behind complex decisions to prioritise or not operate elements of the regime, not to ourselves, but to the independent, objective viewer. Their base of information must prove this defensibility, through local information, the engagement of recognised trade unions, and most importantly, the inclusion of the live relevant Risk Assessment. If it is not possible to provide the evidence base with which the defensible decision has been formed, there is potential for the independent third party to argue its defensibility in principle.
Reporting Update (09.09.21)
As we learn to live with COVID-19, we are seeing some increase of COVID-19 prevalence rates in the community. Whilst at present this does not appear to be having the same impact on the number of people falling seriously ill, being admitted to hospital or deaths as in previous waves, it is important that we continue to focus our attention on information that will assist with supporting and managing any operational challenges.
It is essential that we continue to receive timely and accurate COVID-19 returns, specifically:
- Submission of the standard COVID-19 data returns – currently daily (Mon – Fri). Regional returns must be submitted to the central COVID-19 Reporting Team by 11am each week day. Individual sites must, therefore, ensure that returns are submitted to Regional SPOCs swiftly each day to ensure the 11am deadline is met.
- Completion of the weekly Testing Data Smart Survey – deadline 1pm each Wednesday. Every site is required to complete this survey with their weekly testing data: https://www.smartsurvey.co.uk/s/WeeklyReturn/
Reminder:
Seriously ill individuals and hospitalisations
All cases of serious illness or hospitalisation must be notified without delay to the COVID-19 Reporting Team FMB: HMPPSCOVID19@justice.gov.uk and these cases must be recorded on the daily COVID-19 returns.
COVID-19 related deaths
The process of reporting of COVID-19 related deaths remains the same. All COVID-19 related deaths (confirmed or suspected) must be reported without delay to the National Incident Management Unit (NIMU) NIMU@justice.gov.uk (0207 147 4021) using the relevant notification forms, and copied to the Reporting Team FMB.
Early detection
If you have additional information e.g. the likely source of infection resulting in a number of new cases, please email the COVID-19 Reporting Team FMB. Any information along these lines is valuable in terms of assisting with the early identification and subsequent effective management of future outbreaks.
The COVID-19 Reporting Team continue to operate out of hours and weekend support, contact can be made via COVID-19 Reporting Team FMB, or contact as listed on the weekly NIMU Gold rota.
For further advice or guidance please email the COVID-19 Reporting Team FMB.