Guidelines

Inter-Regional Transfers by Air

AUTHORITIES

PURPOSE

  • To provide direction to staff involved in inter-regional transfers by air, specifically in terms of procedures for pre-boarding, onboard the aircraft and on the tarmac

APPLICATION

Applies to all staff involved in inter-regional transfers by air

Responsibilities

  1. The Director, Institutional Reintegration Operations at National Headquarters (NHQ), will ensure a process is in place for the planning, coordination and management (including financial resources) of inter-regional transfers by air.
  2. The Institutional Reintegration Operations Division will:
    1. establish a tentative schedule of inter-regional flights one year in advance
    2. work with the Regional Transfer Coordinators to plan and support the transfer by air itinerary for scheduled transfers and/or emergency transfers using chartered or commercial flights
    3. develop the national inter-regional transfer list
    4. assist the Onboard Transfer Coordinator throughout the inter-regional transfer
    5. report any emergencies occurring during the transfer to the Senior Manager, Transfers Unit at NHQ
    6. maintain the following lists and ensure this information appears on the final national inter­regional transfer list:
      1. the names of airports, addresses and telephone numbers of landing points pertinent to the transfer (including the designated hangar at each airport)
      2. the names and contact information of the concerned Regional Transfer Coordinators
      3. the telephone number of the cell phone onboard the aircraft.
  3. The Regional Transfer Coordinator will:
    1. liaise with the regional institutions or with local police (when landing sites do not provide access to Correctional Officers) to ensure the presence of ground armed support on the tarmac
    2. develop, in consultation with the operational units of their respective region, a regional list of inmates approved for transfer with confirmed accommodation at destination and include the reasons for the transfers
    3. be the point of contact for the Onboard Transfer Coordinator and the National Transfer Coordinator.
  4. Onboard Correctional Manager(s) will:
    1. be responsible for the internal and external security of the aircraft as it pertains to the safety and security of staff, inmates and flight crew during the chartered flight
    2. provide a briefing at the end of each day of the transfer to the Correctional Officers/Primary Workers and the nurse (when present) to identify concerns, successes and areas to be improved.
  5. In instances where there is only one onboard Correctional Manager (e.g. small transfer operation), he/she will be responsible for internal and external security as well as the associated tasks of the Onboard Transfer Coordinator.
  6. The Correctional Manager responsible for external security is also designated as the Onboard Transfer Coordinator, unless otherwise specified by the Director, Institutional Reintegration Operations. The Onboard Transfer Coordinator will:
    1. be the point of contact for the pilot throughout the flight and advise the pilot of potentially problematic situations to determine whether the flight will continue and when assistance is required on the ground (e.g. police, ambulance, airport security, etc.)
    2. be in continuous communication with the National Transfer Coordinator throughout the transfer to advise of any delays, to obtain approval for flight itinerary changes, to inform of any particular situation or emergency that arises and to obtain authorization for any actions that may have a financial impact
    3. be in continuous communication with the Regional Transfer Coordinators about any incidents, anticipated landing times, any flight itinerary changes or delays, unexpected special needs, and the requirement of restraint equipment exchanges
    4. establish contact with the air carrier when unexpected needs arise that deal directly with their services
    5. be in contact with the relevant sites directly when necessary.
  7. In unforeseen situations requiring immediate action, the Onboard Transfer Coordinator will be responsible to address the situation in accordance with CD 567 - Management of Security Incidents.
  8. When a transfer of inmate(s) involves the use of a commercial airline, the use of armed escort(s) must meet the requirements of the Canadian Aviation Security Regulations, 2012 (Part 3 and Part 8) and of the air carrier's policies respecting weapons, the number of escort(s) on board the flight and seating arrangements. Approval from the air carrier may also be required.

Procedures

Preparation for the Transfer

  1. The Director, Institutional Reintegration Operations, will:
    1. approve the itinerary for each inter-regional transfer and any subsequent deviation
    2. commit the funds for the services of the selected air carrier.
  2. The Institutional Reintegration Operations Division will:
    1. solicit availability of air carriers and confirm dates of the transfer operation
    2. apply for and obtain any necessary exemption from the Director of Aviation Security Regulations at Transport Canada
    3. advise the Regional Transfer Coordinators of the flight's capacity
    4. establish the national inter-regional transfer list.
  3. The sending institution will ensure that the Regional Transfer Coordinator is notified of any requirements for a high-risk escort, special medical escort, dietary requirements or other special needs.
  4. The Regional Transfer Coordinator will provide the National Transfer Coordinator with their respective inter-regional transfer list and advise of any requirements for a high-risk escort, special medical escort, dietary requirements or other special needs, 10 working days prior to the transfer.

Five Working Days Prior to the Transfer

  1. The National Transfer Coordinator will:
    1. submit the draft national inter-regional transfer list to the Regional Transfer Coordinators and the Preventive Security and Intelligence Unit at NHQ for their review and comments
    2. advise the regional representatives responsible for the unarmed onboard escort team:
      1. that at least one Correctional Manager and one escorting officer for the first inmate must be deployed
      2. that the ratio for additional inmates must be one inmate to one escorting officer
      3. of any exemption obtained from the Director of Aviation Security Regulations at Transport Canada
      4. that any modifications to the ratio must only be authorized by the Senior Manager, Transfers Unit at NHQ
    3. advise the regional representatives for the onboard escort team of the number of escorting officers and Correctional Manager(s) required on the aircraft for a high-risk escort, special medical escort or other special needs, following consultation with the Security Branch at NHQ and concerned regions and any exemption obtained from the Director of Aviation Security Regulations at Transport Canada
    4. ensure arrangements are made when it is determined that a nurse is required onboard.
  2. The names of the escorting officers, Correctional Manager(s) and Onboard Transfer Coordinator will be identified within the following timelines:
    1. preferably five working days prior to the inter-regional transfer, but no later than 48 hours prior to the transfer
    2. preferably two days prior to an inter-regional emergency transfer, but no later than 24 hours prior to the flight departure.

Two Working Days Prior to the Transfer

  1. The Assistant Warden/Manager, Operations, of the sending institution will ensure that institutional staff complete a Threat Risk Assessment for ground security escort for all inmates being transported to the airport.
  2. The Preventive Security and Intelligence Unit at NHQ will provide comments pertaining to inmates confirmed on the flight to the National Transfer Coordinator for inter-regional transfer cases only.
  3. The Preventive Security and Intelligence Unit at Regional Headquarters will provide comments pertaining to intra-regional inmates confirmed on the inter-regional flight to the National Transfer Coordinator.
  4. The Regional Transfer Coordinators will confirm the presence of ground armed support at each anticipated landing location, including fuel stops, in their respective region with the National Transfer Coordinator.
  5. The National Transfer Coordinator will:
    1. submit the final national inter-regional transfer list and the comments from the Preventive Security and Intelligence Unit to the Director, Institutional Reintegration Operations, for approval
    2. forward, once approved, the final national inter-regional transfer list and the comments from the Preventive Security and Intelligence Unit to:
      1. the Regional Transfer Coordinators, who, in turn, will forward to their respective Assistant Wardens/Managers, Operations
      2. the Onboard Transfer Coordinator
    3. forward the final national inter-regional transfer list to the air carrier. This list will not contain the Finger Print System (FPS) number.
  6. Once the Director, Institutional Reintegration Operations, has approved the final national inter-regional transfer by air list, any additional transfer proposals will require the approval of the Regional Administrator, Assessment and Interventions.

Inmate Personal Property

  1. The inmate is permitted one box (0.085 cubic metres) of unbreakable essential items on such flights. Plastic bags, duffle bags, large items will not be accepted.
  2. For onboard safety and security reasons, the inmate will not be authorized to carry any items on his/her person. However, with the approval of the onboard Correctional Manager, exceptions can be made when it is determined that the item will not pose a risk during the flight (e.g. personal spiritual items, etc.).

Day of the Transfer

  1. The Onboard Transfer Coordinator will print the final national inter-regional transfer list and the comments from the Preventive Security and Intelligence Unit, and place them in the flight binder for reference during the transfer.
  2. The sending institution will:
    1. ensure inmates are in a location that facilitates their immediate removal prior to the arrival of the team escorting the inmates to the airport
    2. place the Transfer Warrant or Warrant of Committal in an individual clear plastic sleeve protector with the Standard Profile (with a colour picture of the inmate), inserted back to back in such a way that both documents can be easily read through the plastic
    3. place the institutional Threat Risk Assessment for security escort in between the Transfer Warrant or Warrant of Committal and the Standard Profile
    4. ensure that any inmate who, as a result of an identified medical condition, may require medical assistance during the transfer by air is cleared to travel by a physician prior to leaving the institution
    5. ensure a Health Services Transfer Summary (CSC/SCC 0377-01) is completed for each inmate, even though there may be no concerns, as outlined in the Inter-Regional Transfer by Air Health Services Procedures
    6. ensure the required inmate documentation and the boxes containing the inmate's files (health care, psychology, preventive security) and personal effects follow the inmate during the ground escort and are given to the Onboard Transfer Coordinator on the tarmac. Boxes will:
      1. be packaged in accordance with the Offender Record System User's Guide
      2. indicate the inmate's name, FPS number and the sending and receiving institutions
      3. be sealed with security tape
    7. ensure all inmates on the flight are outfitted with outdoor clothing appropriate for weather conditions that could be present at their departure and arrival destination. Footwear should not go above the ankle as this will impede proper fitting of leg irons.

Morning Briefing

  1. The onboard Correctional Manager(s) will:
    1. provide a brief inmate profile to the onboard Correctional Officer(s)/Primary Worker(s), highlighting incompatibilities, Special Handling Unit cases, security threat group members, any relevant medical and mental health information and any other pertinent information
    2. ensure that there is a sufficient quantity of approved security and medical equipment onboard
    3. assign the following responsibilities to specific onboard Correctional Officer(s)/Primary Worker(s) for the duration of the transfer:
      1. to receive the boxes containing the inmates' files and their personal effects and to hand over to the ground escort at the destination
      2. to operate the video camera (this Officer must have received proper training)
      3. to maintain the inventory of restraint equipment and to ensure its proper exchange on the tarmac
      4. to be part of the intervention team.

Ground Escort

  1. When a flight is delayed, the Onboard Transfer Coordinator will inform the Regional Transfer Coordinators, who will then inform their respective Correctional Manager or delegate at the institution to delay the departure of the ground escort, when feasible, to ensure that they do not arrive on the tarmac more than 30 minutes prior to the flight's landing.

On the Tarmac

  1. The officers providing ground armed support will arrive 30 minutes prior to the flight's expected arrival time and remain on site 30 minutes after the plane's departure to deal with any potential circumstances.
  2. The ground armed support officers will stand with their backs to the aircraft, at a distance of approximately 10 meters from each extremity of the aircraft to identify and prevent the approach of any external threats.
  3. The Correctional Manager responsible for external security will:
    1. assign onboard Correctional Officers/Primary Workers to complete an exterior visual search of the aircraft before the first boarding of the day
    2. communicate instructions to the Correctional Manager or delegate responsible for the ground escort on the tarmac
    3. be responsible for directing the exchange of custody process on the tarmac
    4. direct the onboard Correctional Officers/Primary Workers to frisk search the inmates and to verify restraints before boarding the aircraft.
  4. During the exchange of custody, the Correctional Manager or delegate responsible for the ground escort must brief the onboard Correctional Manager responsible for external security about each inmate. The onboard Correctional Manager responsible for external security must reciprocate with the Correctional Manager or delegate responsible for the ground escort for every inmate where custody is exchanged.

Onboard

  1. At least one Correctional Manager is to be present onboard the aircraft at all times, unless there is only one onboard Correctional Manager during the transfer.
  2. The Correctional Manager responsible for internal security will:
    1. assign Correctional Officers/Primary Workers to search the inside of the aircraft before the first boarding and following debarkation
    2. remain in the aircraft during the exchange of custody
    3. provide direction on seating the inmates and Correctional Officers/Primary Workers on the aircraft, taking into consideration the protection of emergency exits by designated staff
    4. coordinate all inmate movements
    5. conduct a count before flight departure
    6. conduct periodic walks to ensure good order
    7. maintain an appropriate ratio of staff onboard and on the tarmac (during exchange of custody).
  3. The Correctional Officer/Primary Worker responsible for the boxes containing the inmates' files and personal effects will:
    1. load the identified boxes in the cargo hold in a manner that ensures that the information on the boxes is not exposed to the public
    2. unload the boxes at each destination and hand over to the relevant ground escort.
  4. Authorized staff personal effects will be in keeping with Annex B of CD 566-1 - Control of Entry to and Exit from Institutions. All personally-owned electronic devices (such as iPods, iPads, tablets or other media devices) will be turned off and stored in the cargo hold during the flight or stowed in the overhead compartment of the aircraft until arrival at the final destination.

Supervision of Inmates

  1. With the approval of the onboard Correctional Manager(s) and only under special circumstances will an inmate have his/her restraint equipment partially removed or additional restraint equipment added during the flight.
  2. When an inmate must use the washroom, an onboard escorting Correctional Officer/Primary Worker of the same sex as the inmate will remain in constant sight of the inmate, as outlined in CD 566-6 - Security Escorts. The respect and dignity of the inmate will be ensured as much as possible.

Conflict Interventions

  1. The onboard Correctional Manager(s) will speak with the inmate to assess the situation and determine the most appropriate course of action according to the Situation Management Model outlined in CD 567 - Management of Security Incidents.
  2. Any incidents requiring the use of force will be conducted in accordance with CD 567-1 -Use of Force and appropriately documented.
  3. The Correctional Officers/Primary Workers selected to be part of the intervention team will respond to any situation at the request of the onboard Correctional Manager(s). If time permits, only these officers will respond in the event of an incident.

Security Equipment

  1. No firearms or inflammatory agents (i.e. OC spray) will be permitted onboard the aircraft.
  2. Only equipment approved in the Security Equipment Manual for which the escorting officers have been trained shall be used or carried during the inter-regional escort.
  3. Notwithstanding the inmate's security level, the mandatory restraint equipment will include leg irons and waist chain with handcuffs.
  4. Lead chains and flex cuffs will be used only under the authorization of the onboard Correctional Manager(s).
  5. Restraints will be applied to pregnant inmates pursuant to CD 566-6 - Security Escorts.
  6. Abloy keys onboard the aircraft will be carried by staff designated by the onboard Correctional Manager(s).
  7. The Correctional Officer/Primary Worker responsible for the inventory of the restraint equipment will ensure an exchange of the equivalent restraint equipment with the Correctional Officers/Primary Workers on the tarmac at each destination.

Video-Recording

  1. The inmate exchange on the tarmac and any use of force situations will be videotaped.
  2. The Correctional Officer/Primary Worker responsible for the video-recording will:
    1. follow procedures identified in CD 567-1 - Use of Force
    2. submit the video-recording as well as any use of force documentation to the Onboard Transfer Coordinator, immediately following the transfer.

Log Book

  1. The Onboard Transfer Coordinator, onboard Correctional Manager(s) and the nurse, if present, will record events and observations (e.g. time of departure and arrival, delays, use of force, medical attention, etc.) in the log book.

Deplaning

  1. When the aircraft lands, the Onboard Transfer Coordinator, the Correctional Manager responsible for external security (if different from the Onboard Transfer Coordinator) and the Correctional Officers/Primary Workers responsible for the inmate boxes, restraint equipment inventory and video recording will exit the aircraft first.
  2. Other Correctional Officers/Primary Workers will remain seated until direction is given by the Correctional Manager responsible for internal security.

Post-Operation

  1. The Onboard Transfer Coordinator will provide the following to the Senior Manager, Transfers Unit at NHQ, no later than two working days after the completion of the transfer:
    1. scanned copies of the notes taken in the log book
    2. a Post-Operation Report, which will consist of a summary of notes taken from the log book and any concerns regarding the service provided by the air carrier
    3. a copy of any Statement/Observation and/or Use of Force Reports.
  2. The Institutional Reintegration Operations Division at NHQ will coordinate a post-transfer operation teleconference with the Regional Transfer Coordinators.
  3. All submissions for overtime and other expenditures will be submitted to the Director, Institutional Reintegration Operations, no later than 60 days following the operation.

Assistant Commissioner,
Correctional Operations and Programs

Original Signed by:
Fraser Macaulay

Annex A
Cross-References

Cross-References

CD 566-1 - Control of Entry to and Exit from Institutions
CD 566-6 - Security Escorts
CD 566-12 - Personal Property of Offenders
CD 567 - Management of Security Incidents
CD 567-1 - Use of Force
CD 568-1 - Recording and Reporting of Security Incidents
CD 704 - International Transfers
GL 710-2-3 - Inmate Transfer Processes
CD 880 - Food Services

Inter-regional Transfer by Air Health Services Procedures
Offender Records System User's Guide
Security Equipment Manual

For more information

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