PFD report

Andrew DEAN · Prevention of Future Deaths report

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Issued 2 Jun 2023•East Sussex

Report record

Published report and response evidence

This page connects the concerns raised in this report with statements found in recipients’ published responses. A link shows a clear evidence connection; it does not assign responsibility.

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Concerns
2

Raised in this report

Recipients
3

Named on the report

Responses found
1

Of 3 recipients

Stated actions
5

Described in responses

Source document

Full report text

This is the full text from the original published report.

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Concerns and recipient responses

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Report evidence summary

Concerns raised2

  1. Lack of clearly defined processes for new prisoners to make first contact with family members when first-night contact does not take place
  2. Lack of clearly defined processes for logging and handling safety-related incoming calls to the central switchboard from family members
Responses linked to these concerns

Each statement is shown once, even when linked to more than one concern.

Actions described in response An action is something a recipient says it has done, is doing, or plans to do in response to a concern raised.5

  1. Action

    Revise national policy to require continued first-call facilitation until a successful family call is completed.

    Stated by HM Prison and Probation ServiceStated plannedThe respondent said that this action was planned when they made their response on 9 June 2023.
  2. Action

    Inform operational staff and publish a notice requiring welfare-related calls to be recorded, immediately passed to the duty officer and acted on through a welfare check.

    Stated by HM Prison and Probation ServiceStated completedThe respondent said that this action was complete when they made their response on 9 June 2023.
  3. Action

    Fund and roll out the pilot recording and response processes, including electronic call logging, with Pact support, group-lead upskilling and learning dissemination across prisons.

    Stated by HM Prison and Probation ServiceStated in progressThe respondent said that this action was in progress when they made their response on 9 June 2023.

Source evidence

How this individual concern was interpreted

PFD Monitor created a concise, searchable interpretation from the report wording shown below. Response links show a clear evidence connection; they do not assign responsibility.

PFD Monitor interpretation

Lack of clearly defined processes for new prisoners to make first contact with family members when first-night contact does not take place

Wider context from the report

“I am concerned that there are no clearly defined processes to ensure that new prisoners can successfully make first contact with family members (when this does not take place on the first night) and for logging and handling incoming calls to the central switchboard from family members with concerns about a prisoner’s safety and/or requesting a welfare check. ”

Is this part of a recurring concern?

No recurring-concern membership is currently published.

Open source report

Source evidence

How this individual concern was interpreted

PFD Monitor created a concise, searchable interpretation from the report wording shown below. Response links show a clear evidence connection; they do not assign responsibility.

PFD Monitor interpretation

Lack of clearly defined processes for logging and handling safety-related incoming calls to the central switchboard from family members

Wider context from the report

“I am concerned that there are no clearly defined processes to ensure that new prisoners can successfully make first contact with family members (when this does not take place on the first night) and for logging and handling incoming calls to the central switchboard from family members with concerns about a prisoner’s safety and/or requesting a welfare check. ”

Is this part of a recurring concern?

No recurring-concern membership is currently published.

Open source report

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Revise national policy to require continued first-call facilitation until a successful family call is completed.

Verbatim wording from the response

“Following evidence heard at the inquest you have raised two concerns which I will address in turn. Your first concern is about the process for ensuring that new prisoners can successfully make first contact with family members. The national policy provides for an exception to the monitoring arrangements that must be put in place for prisoner calls for “at least one initial phone call to be made by prisoners on the first night in Reception, if available, or else in the first night location, in line with paragraph 2.42 of PSI 07/2015 – Early Days in Custody”, and requires Governors to make local arrangements to facilitate this. I acknowledge that the policy does not cover what to do when contact cannot be made on the first night, but it is clearly within the spirit of the policy that this exception should continue to apply until at least one successful call has been facilitated.”

Source location

Response from HM Prison and Probation Service
Page 1 · response
Published 9 June 2023

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Inform operational staff and publish a notice requiring welfare-related calls to be recorded, immediately passed to the duty officer and acted on through a welfare check.

Verbatim wording from the response

“In the meantime, the prison have informed Operational Support Grade (OSG) staff that all calls received from family members, friends and members of the public regarding the welfare of a prisoner must be recorded within the Comms log and the information must be passed to the duty Orderly Officer or the night Orderly Officer immediately so that a welfare check can be carried out. There should always be an OSG working in the Comms room, however, in case of unforeseen circumstances, a notice to all staff has also been published setting out the actions staff must take when a call is received regarding the welfare of a prisoner.”

Source location

Response from HM Prison and Probation Service
Page 2 · response
Published 9 June 2023

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Fund and roll out the pilot recording and response processes, including electronic call logging, with Pact support, group-lead upskilling and learning dissemination across prisons.

Verbatim wording from the response

“In light of this we are providing additional funding to Pact in 2023-24 and working with them to roll out the processes developed during the pilot to all prisons in England and Wales by March 2024. This includes the electronic logging of calls. Pact will be providing on site support to eight (geographically dispersed) prisons and the Group Safety Leads from the relevant and neighbouring prison groups will attend these prisons alongside Pact staff and participate in the upskilling sessions that they offer using the toolkit developed during the pilot, so that they are equipped to share the learning and to support the prisons in their groups that will not be receiving direct support from Pact. HMP Lewes will be one of the prisons receiving on site support from Pact – this is scheduled for December 2023.”

Source location

Response from HM Prison and Probation Service
Page 2 · response
Published 9 June 2023

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Develop a family-engagement safety toolkit and pilot electronic logging of safer-custody concerns in prisons.

Verbatim wording from the response

“In order to rectify this from 2020-22 we funded the charity Pact (through our innovations grant competition) to work with a number of pilot prisons to develop a toolkit of guidance and resources to support consistent and effective family engagement in safety processes, including recording, responding to and acting on safer custody concerns. Electronic logging of safer custody concerns was piloted in three prisons, and the more robust recording process produced significant improvements in recording and an increase in the number and proportion of calls from families that are returned.”

Source location

Response from HM Prison and Probation Service
Page 2 · response
Published 9 June 2023

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Use a reception and first-night checklist to record initial calls, reasons for non-completion, remedial actions and next-day retries.

Verbatim wording from the response

“I have been assured by the Governor of HMP Lewes that there is now a specific checklist in use for reception and first night processes which includes ensuring that an initial phone call is given to all new arrivals before they are located onto a residential wing. The checklist includes a space to record the reasons why an action has not been completed and what will be done to rectify it. If a prisoner is unable to make their initial phone call or if the call is missed or unanswered, another phone call is facilitated the following day.”

Source location

Response from HM Prison and Probation Service
Page 1 · response
Published 9 June 2023

Open published response
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Information checked against the published report and official responses · Data reviewed 7 Sep 2026 · About data quality and limitations

Official responses located
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Data last updated 7 September 2026