Standard - Timely MAPPA invitations are sent to the functional mailbox of the holding prison

15.24 As a Responsible Authority agency, the Prison Service must be invited to all pre-release Level 2 and 3 MAPPA meetings for all prisoners.  The MAPPA area responsible should send invitations in a timely manner, for the prison service, this is no later than 15 working days (21 calendar days) in advance of the initial MAPPA meeting unless it is an emergency meeting, or where the MAPPA coordinator has received the referral later than 6-months pre-release and there is insufficient time before the meeting to make this possible. This is to ensure there is sufficient time to prepare the report, which involves prison staff contacting the different departments within a prison, enabling them to contribute effectively to the meeting. For review MAPPA meetings, the prison service should be given at least 10 working days (14 calendar days' notice).

15.25 Prisons operate secure functional mailbox addresses. MAPPA invitations and related correspondence must be sent to the functional mailbox and not to individual prison personnel. A database of all prison functional mailbox addresses and the MAPPA point of contact for each prison across England and Wales and can be accessed via the General Community of the MAPPA website.[1] 

Standard - The Prison Service provides a report (MAPPA F) to all MAPPA Level 2 and 3 meetings for all prisoners within their establishment

15.26 A MAPPA F must be completed in line with the guidance found within the report template. A prison contribution via MAPPA F must be made for all Level 2 and 3 meetings to which the Prison Service is invited. The POM should complete the MAPPA F for their allocated prisoners, and a duty or other nominated POM should complete it for remand prisoners. The Head of Offender Management Delivery (HOMD)[2]  must countersign all MAPPA F reports providing a level of quality assurance. Prison security departments must provide an intelligence assessment to be included within the MAPPA F. Where a prison is unable to provide a MAPPA F in advance of the meeting (for example, due to insufficient notice), the relevant POM should still complete and submit the report after the meeting, ensuring a formal record of the information shared.   

15.27 If a prisoner is transferred in the time between the meeting invitation being sent, and the meeting taking place, the sending prison is responsible for the MAPPA F and must inform the MAPPA Coordinator of the prisoner's transfer. The MAPPA Coordinator must inform the receiving prison of the prisoner's MAPPA level and forward the meeting invitation.

15.28 The MAPPA F should be returned to the MAPPA Coordinator at least 2 working days prior to the MAPPA meeting.

Standard - Prisons are represented at all pre-release MAPPA Level 2 and 3 meetings

15.29 A representative from the Prison Service must attend all pre-release MAPPA meetings for prisoners within their establishment. There may be more than one pre-release meeting for the same prisoners, including those prior to parole hearings. Prison attendance will be monitored via the MAPPA KPI and the management information collated by the prison performance hub. The prison representative attending a MAPPA meeting must be someone with knowledge of the offender who also has the authority to make decisions. The POM must attend all MAPPA meetings for their allocated prisoners. The author of the MAPPA F must attend MAPPA meetings for remand prisoners who do not have an allocated POM. If a prisoner is transferred in the time between the meeting invitation being sent and the meeting taking place, the author of the MAPPA F report should attend the meeting. The receiving prison should also attend the meeting where possible and will be responsible for any action[3]  required by the prison.

15.30 The HOMD should attend all MAPPA Level 3 meetings. If the HOMD is not able to attend a Level 3 meeting, they should provide the reason to the MAPPA Coordinator and the POM should attend as deputy. Any actions or decisions requiring more senior authority will be delegated to the POM to communicate with the relevant prison managers.

15.31 Representatives from other prison departments should be invited to attend MAPPA meetings as appropriate. The POM, or HOMD, should advise the MAPPA Coordinator when this would be necessary, and invitations should be agreed with the MAPPA Meeting Chair. Prison staff should note the involvement of Psychology Services on the MAPPA F. Further guidance for HMPPS Psychology services attendance at MAPPA meetings can be found in chapter 13 - MAPPA Meetings.

15.32 Attendance at MAPPA meetings can be in person or remotely via video or telephone conferencing.[4] 

15.33 Prisons should read Chapters 13 - MAPPA Meetings and 14 - MAPPA Meeting Minutes for further information on attending meetings and accessing minutes.