Commissioner's Directive

---

Policy Bulletin 278

---

POLICY OBJECTIVES

1. To ensure that the collection, storage, analysis, collation, recording, reporting, communication and disposal of security information are conducted in a manner that respects the safety, dignity and privacy of individuals.

2. To establish the accountability framework that relates to the management of security information.

3. To create a respectful environment that promotes dynamic interaction between staff and offenders.

4. To create an environment that encourages offenders to actively participate in programs and is conducive to their reintegration.

5. To ensure that the importance of effective leadership and learning (training and development) are reflected in security policies.

AUTHORITIES

6. Corrections and Conditional Release Act, ss. 3, 4, 19-21, 23-27 and 97

Corrections and Conditional Release Regulations, ss. 4 (b) and (c), 59 (1) to (8), 91 and 94

Criminal Code, s. 184

Canadian Charter of Rights and Freedoms

Privacy Act, ss. 8 (2) (e) and 19-28

Inquiries Act R.S., c I-13, s. 1

Treasury Board Policy on Information Management

Government of Canada Security Policy

Commissioner's Directive 253 - Employee Assistance Program

DEFINITIONS

7. Security information: any information that may result in the identification of a potential threat to the safety of individuals, the community or the security of the institution.

8. Security incident: any real or suspected illegal, unauthorized or disruptive activity or situation that may affect the safety of individuals, the community or the security of the institution, including the possession of contraband.

9. Need to know: the information is pertinent and necessary for the requester to perform his or her duties.

10. Situational Risk Assessment: an objective assessment that facilitates the acquisition and analysis of situational information, and the consideration of response strategies which may include but are not limited to increased staff presence, intelligence gathering, authorization of security equipment and/or restrictions to offender movement.

PRINCIPLES

11. The management of security information shall be based on the following principles:

1. Procedures related to this policy shall be carried out in order to promote a safe and secure environment, while respecting the rule of law.
2. Procedures related to this policy shall be followed completely and in a manner designed to promote safety through fairness, consistency and respect.
3. Accurate, complete and timely information shall be used for decision-making in matters relating to the safety and security of staff, offenders and the public.
4. Communication of security information shall be done in an effective, clear and timely manner to those individuals who have a need to know.
5. Security procedures and practices completed in support of this directive shall be respectful to both the dignity and privacy of the individual.

MANAGEMENT OF SECURITY INFORMATION FRAMEWORK

12. The management of security information shall be accomplished through a framework which includes but is not limited to the following components in adherence to the Government Security Policy:

1. Recording and Reporting of Security Incidents: to ensure that consistent and accurate information is recorded and reported in a timely manner to Security Operations at Regional Headquarters and Security Operations at National Headquarters (CD 568-1).
2. Recording of Preventive Security Information (CD 568-2):
   1. to ensure the accurate and timely recording of relevant preventive security information in order to promote dynamic security and ensure the safety and security of staff, offenders and the public;
   2. to ensure that information contained in the Preventive Security files is reviewed regularly to maintain relevance.
3. Identification and Management of Criminal Organizations (CD 568-3):
   1. to recognize that criminal organizations pose a serious threat to the safe, secure, orderly and efficient management and operations of our institutions and community operational units;
   2. to recognize that membership and association with a criminal organization shall be considered a significant risk factor and a serious threat to the safe, secure, orderly and efficient management and operations of our institutions and community operational units;
   3. to ensure all actions are based on approved correctional policy and affirm our intolerance for acts of violence and other criminal activities committed by criminal organization members and their associates in our institutions or in the community while on conditional release;
   4. to prevent members or associates of criminal organizations from exercising influence and power in institutions and in the community and to prevent actions and circumstances that enhance the image, prestige and status of criminal organizations by acknowledging their status or by conferring privileges and concessions;
   5. to encourage members and associates of criminal organizations to break their ties with those organizations and to assist them in their efforts to do so; and
   6. to recognize the need to provide operational units with effective measures to manage security information related to criminal organizations.
4. Preservation of Crime Scenes and Evidence: to ensure the preservation of a crime scene in order to safeguard against the destruction or contamination of evidence (CD 568-4).
5. Management of Seized Items: to establish standards for the seizure, safekeeping, forfeiture, return, and disposal of contraband and unauthorized items (CD 568-5).
6. Creation, Control and Handling of Preventive Security Files: to ensure that Preventive Security files are created, maintained, located and transferred in accordance with the Offender Records System User's Guide and the Government of Canada Security Policy (CD 568-6).
7. Management of Incompatibles: to ensure that incompatible offenders are identified so that they can carry out their sentence in an environment that is as safe as possible (CD 568-7).

ROLES AND RESPONSIBILITIES

13. The Commissioner or his or her delegate has the authority to provide both verbal and written direction with regards to safety and security within the Service.

14. The Commissioner has designated the Director General, Security to be the senior CSC authority on safety and security issues within the Service.

15. The Director General, Security is responsible for ensuring that the institutions and community operations function within a policy framework which ensures the provision of a safe and secure living and working environment as is reasonably possible, and shall ensure that:

1. security procedures are conducted within the scope of the law and policies of CSC;
2. a person within the Security Branch at National Headquarters is designated to manage the security intelligence function;
3. verbal and written direction in relation to safety and security issues is provided to regions as required;
4. policies are effectively communicated to regions;
5. support to regions and operational units is provided in an effective manner;
6. any issues arising from policies, procedures or their implementation are reviewed and addressed in a timely manner; and
7. the Commissioner, identified CSC senior managers and CSC stakeholders are informed of security incidents in a timely manner.

16. The Assistant Deputy Commissioners, Institutional Operations shall ensure that:

1. a regional coordinator is designated to manage the security intelligence function;
2. policies are effectively communicated to operational units;
3. support to operational units is effectively provided;
4. any issues arising from policies, procedures or their implementation are reported in a timely manner to the Director General, Security at National Headquarters; and
5. operational reviews of policies are conducted on a regular basis.

17. The Institutional Head or District Director shall be responsible for:

1. designating a person responsible for performing the security intelligence function at his or her institution, district office or parole office;
2. implementing policies;
3. ensuring consistent application of all procedures;
4. managing challenges as they arise in such a way as to promote a safe and secure correctional environment;
5. ensuring that a situational risk assessment is conducted whenever significant security concerns are identified;
6. ensuring that all staff involved in measures to ensure the safety and security of the institution or community operational unit are properly trained; and
7. ensuring a process is in place for monitoring the effective implementation of these policies.

18. Staff members shall ensure that:

1. they know and understand the applicable law, policies and procedures;
2. they demonstrate vigilance in the performance of their duties;
3. they communicate immediately, or as soon as is practicable, any situation which, in their opinion, could potentially lead to conditions that could jeopardize public safety, or the safety of the institution or anyone in it;
4. they interact positively with other staff and offenders; and
5. they resolve conflicts and problems at the lowest possible level.

Commissioner,

Original signed by:
Don Head