TREATMENT MANAGER’S VIDEO MONITORING FORM, SESSION REVIEW FORM AND GUIDANCE NOTES

PURPOSE
To replace the existing forms and guidance notes with revised versions.

Probation Circular
REFERENCE NO: 30/2005 ISSUE DATE: 25 April 2005 IMPLEMENTATION DATE: Immediate EXPIRY DATE: April 2010 TO: Chairs of Probation Boards Chief Officers of Probation Secretaries of Probation Boards CC: Board Treasurers Regional Managers AUTHORISED BY: Meg Blumsom, Head of the Offender Behaviour Programme ATTACHED: Annex A: Session Review form Annex B: Treatment Manager’s video monitoring form (one tutor). Annex C: Treatment Manager’s video monitoring form (two tutors). Annex D: Treatment Manager’s video monitoring form (three tutors)

ACTION
Chief Officers should ensure that all relevant staff (ACOs responsible for programmes, Treatment Managers, Programme Managers and Tutors/Facilitators) are aware of the new forms and guidance notes. The new forms replace all others being used on accredited programmes with immediate effect. SUMMARY The video monitoring and session review forms have been revised in order to align systems across the prison and probation services. The forms and guidance issued in PC57/2002(d) are withdrawn. The new forms will be integrated into IAPS in the near future; in the interim areas should use the electronic versions of the forms attached to this circular. Areas will be notified when the forms are available in IAPS, at which point their use in IAPS will be made mandatory. Some areas may need to liaise with their IT departments to allow users to access Microsoft Excel. Hard copies of the revised guidance notes will be issued to programme teams via Regional What Works Managers or Effective Practice Training Managers. Additional copies can be downloaded from the NPS website at http://www.probation.homeoffice.gov.uk/files/pdf/VideoMonitoring.pdf RELEVANT PROBATION CIRCULARS PC57/2002(d) Treatment Manager Strategy CONTACT FOR ENQUIRES John Shine Tel 0207 217 8999 John.Shine@homeoffice.gsi.gov.uk

National Probation Directorate
Enforcement, rehabilitation and public protection
Horseferry House, Dean Ryle Street, London, SW1P 2AW General Enquiries: 020 7217 0659 Fax: 020 7217 0660

Background Video monitoring is an important tool to maintain treatment integrity and promote the development of mindful and responsive delivery skills. In line with the Treatment Manager Strategy published in 2002, all sessions of accredited programmes are video monitored and Treatment Managers should review and score 20% of these using the video monitoring form to assist in the supervision of staff (for one to one programmes, two tapes per month per tutor must be sampled). Tutors and facilitators should also review and score their skills in delivering each session through the session review form. A number of changes have been made to these documents and to the supporting guidance notes. The changes have been initiated to take account of user feedback and align prison and probation video monitoring systems to facilitate closer working between the two services. Main changes to the forms 1. 2. The use of scores on the session review form is now optional and a decision on their use should be agreed between the tutors/facilitators and the Treatment Manager. The use of scores on the Treatment Managers video monitoring form for feedback to tutors/facilitators in supervision is optional and is a matter for local agreement between Treatment Managers and tutors/facilitators. However, Treatment Managers will need to continue to score each video monitoring form used in supervision for audit/quality assurance purposes. The forms are designed to be completed and stored electronically (although hard copy versions can be used if preferred). The scores are calculated automatically and adjust for missing items. The number of items has been reduced (through merger) from 23 on the original to 17 in the revised version. Three new items have been added: ‘Out of Session Work,’ ‘Warm and Empathic Style’ and ‘Group Facilitation Skills.’ Greater emphasis is given to ‘Responsivity Skills’ (this now has a separate scale). There are versions for one, two and three tutors/facilitators.

3. 4. 5. 6. 7. 8.

Guidance notes 1. The guidance notes are intended to provide illustrative examples of positive and negative evidence and provide advice on how items can be scored. Treatment Managers will need to continue to apply professional judgement in assessing the skills of tutors/facilitators. Supplementary guidance has been prepared for the Sex Offender and Cognitive Skills Booster programmes and will be made available at video monitoring training events for these programmes. Additional guidance may follow for some other programmes but it is expected that for the majority the main guidance notes will suffice.

2.

IAPS integration The new forms will be integrated into IAPS in the near future. In the meantime, areas should use the electronic versions of the forms attached to this circular. The NPD will inform areas when usage on IAPS will be mandatory. Storage of records Treatment managers should ensure that video monitoring records are stored securely and that tutors/facilitators have access when required.

PC30/2005 – Treatment Manager’s Video Monitoring Form, Session Review Form and Guidance Notes

2

Session review form for tutors and facilitators Name of programme: Location: Programme number: Session number: Name of Tutor/Facilitator A: Name of Tutor/Facilitator B: Supervisor/Treatment Manager's name:

The form is divided into four sections: 1) Adherence to programme manual 2) Adherence to treatment style 3) Groupwork/Session delivery skills 4) Responsivity Optional scoring 1 - 5 1. Skill level undermines programme integrity 2. Skill level needs significant improvement 3. Skill evidenced at capable level 4. Skill evidenced at competent level 5. Skill evidenced at mindful level
Tutor/Facilitator A Tutor/Facilitator B

1. Adherence to Programme Manual a) Exercises set up, explained and run correctly b) Timing and pace c) Checking out learning & encouraging group members to make links d) Out of session work Average score for each tutor/facilitator
Comments:

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2. Adherence to Treatment Style a) Use of open questions to facilitate learning b) Listening, reflecting and summarising c) Effectively challenges offence supporting/ antisocial/ discriminatory views d) Motivational skills e) Appropriate use of praise & reinforcement f) Warm, genuine & empathic style Average score for each tutor/facilitator
Comments:

Tutor/Facilitator A

Tutor/Facilitator B

3.Groupwork/Session Delivery Skills

Tutor/Facilitator A

Tutor/Facilitator B

a) Clear and engaging verbal style and use of appropriate language b) Effective co-working c) Group/ session facilitation skills d) Group/ session management skills Average score for each tutor/facilitator
Comments:

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4. Responsivity a) Flexible delivery style responding to the needs of the group members b) Adaptation of the material to reflect culture, ethnicity, gender, age, social background and life experiences of participants c) Paying attention to external responsivity factors: room layout, seating plans, use of wall space etc. Average score for each tutor/facilitator
Comments:

Tutor/Facilitator A

Tutor/Facilitator B

Overall Scoring
Tutor/facilitator A Average score for adherence to programme Average score for treatment style Average score for groupwork/session delivery skills Average score for responsivity Overall Average Tutor/Facilitator B Average score for adherence to programme Average score for treatment style Average score for groupwork/session delivery skills Average score for responsivity Overall Average

Overall Score for Session
Adherence to programme Adherence to treatment style Groupwork/session delivery skills Responsivity Overall average

Overall summary for session (elements of the session you felt were difficult, problems of offenders comprehending the material and how dealt with, problems of facilitator/tutor - participants interaction and how dealt with, what worked well and what evidence was there that individuals absorbed learning points etc).
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Overall summary for session (elements of the session you felt were difficult, problems of offenders comprehending the material and how dealt with, problems of facilitator/tutor - participants interaction and how dealt with, what worked well and what evidence was there that individuals absorbed learning points etc).

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Treatment Manager's Video Monitoring Form for Prison and Probation Programmes Name of programme: Location: Programme number: Session number: Name of Tutor/Facilitator:

Supervisor/Treatment/Manager's name: Date of viewing: Observer/Area Assessor (if applicable): Section of session sampled: Number of offenders: Quality of recording (sound and picture): The form is divided into four sections: 1) Adherence to programme manual 2) Adherence to treatment style 3) Groupwork/Session delivery skills 4) Responsivity

Each item is scored on a scale of 1 – 5 1. Skill level undermines programme integrity. 2. Skill level needs significant improvement. 3.Skill evidenced at capable level. 4. Skill evidenced at competent level. 5. Skill evidenced at mindful level.

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1. Adherence to Programme Manual a) Exercises set up, explained and run correctly b) Timing and pace c) Checking out learning & encouraging participant(s) to make links d) Out of session work

Tutor/Facilitator Score (1-5)

Average score for tutor/facilitator
Comments:

2. Adherence to Treatment Style a) Use of open questions to facilitate learning b) Listening, reflecting and summarising c) Effectively challenges offence supporting/ anti- social/ discriminatory views d) Motivational skills e) Appropriate use of praise & reinforcement f) Warm, genuine & empathic style Average score for tutor/facilitator
Comments:

Tutor/Facilitator Score (1-5)

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3.Groupwork/Session Delivery Skills a) Clear and engaging verbal style and use of appropriate language c) Group/session facilitation skills d) Group/session management skills Average score for tutor/facilitator
Comments:

Tutor/Facilitator Score (1-5)

4. Responsivity a) Flexible delivery style responding to the needs of participant(s) b) Adaptation of the material to reflect culture, ethnicity, gender, age, social background and life experiences of participant(s) c) Paying attention to external responsivity factors: room layout, seating plans, flipcharts on wall etc. Average score for tutor/facilitator

Tutor/Facilitator Score (1-5)

Comments:

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Tutor/Facilitator Assessment
Strengths:

Areas for development:

Tutor/Facilitator response:

Overall score for session
Adherence to programme Adherence to treatment style Groupwork skills Responsivity Overall average

Overall Summary of Session (optional):

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Treatment Manager's Video Monitoring Form for Prison and Probation Programmes Name of programme: Location: Programme number: Session number: Name of Tutor/Facilitator A: Name of Tutor/Facilitator B: Supervisor/Treatment Manager's name: Date of viewing: Observer/Area Assessor (if applicable): Section of session sampled: Number of offenders: Quality of recording (sound and picture): The form is divided into four sections: 1) Adherence to programme manual 2) Adherence to treatment style 3) Groupwork/Session delivery skills 4) Responsivity

Each item is scored on a scale of 1 – 5 1. Skill level undermines programme integrity 2. Skill level needs significant improvement 3. Skill evidenced at capable level 4. Skill evidenced at competent level 5. Skill evidenced at mindful level

© Crown Copyright National Probation Directorate and HM Prison Service (February 2005)

1. Adherence to Programme Manual a) Exercises set up, explained and run correctly b) Timing and pace c) Checking out learning & encouraging group members to make links d) Out of session work Average score for each tutor/facilitator
Comments:

Tutor/Facilitator A

Tutor/Facilitator B

2. Adherence to Treatment Style a) Use of open questions to facilitate learning b) Listening, reflecting and summarising c) Effectively challenges offence supporting/ antisocial/ discriminatory views d) Motivational skills e) Use of specific praise & reinforcement f) Warm, genuine & empathic style Average score for each tutor/facilitator
Comments:

Tutor/Facilitator A

Tutor/Facilitator B

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3.Groupwork/Session Delivery Skills

Tutor/Facilitator A

Tutor/Facilitator B

a) Clear and engaging verbal style and use of appropriate language b) Effective co-working c) Group/ session facilitation skills d) Group/ session management skills Average score for each tutor/facilitator
Comments:

4. Responsivity a) Flexible delivery style responding to the needs of the group members b) Adaptation of the material to reflect culture, ethnicity, gender, age, social background and life experiences of participants c) Paying attention to external responsivity factors: room layout, seating plans, use of wall space etc. Average score for each tutor/facilitator
Comments:

Tutor/Facilitator A

Tutor/Facilitator B

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Tutor/Facilitator assessment
Tutor/Facilitator A:

Strengths:

Areas for development:

Tutor/Facilitator response:

Tutor/Facilitator B:

Strengths:

Areas for development:

Tutor/Facilitator response:

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Overall Scoring
Tutor/facilitator A Average score for adherence to programme Average score for treatment style Average score for groupwork/session delivery skills Average score for responsivity Overall Average Tutor/Facilitator B Average score for adherence to programme Average score for treatment style Average score for groupwork/session delivery skills Average score for responsivity Overall Average

Overall Score for Session
Adherence to programme Adherence to treatment style Groupwork/session delivery skills Responsivity Overall average

Overall Summary for Session (optional):

© Crown Copyright National Probation Directorate and HM Prison Service (February 2005)

Treatment Manager's Video Monitoring form for Prison and Probation Programmes
Name of programme: Location: Programme number: Session number: Name of Tutor/Facilitator A: Name of Tutor/Facilitator B: Name of Tutor/Facilitator C: Supervisor/Treatment Manager's name: Date of viewing: Observer/Area Assessor (if applicable): Section of session sampled: Number of offenders: Quality of recording (sound and picture):

The form is divided into four sections:
1) Adherence to programme manual 2) Adherence to treatment style 3) Groupwork/Session delivery skills 4) Responsivity

Each item is scored on a scale of 1 – 5
1. Skill level undermines programme integrity. 2. Skill level needs significant improvement. 3. Skill evidenced at capable level. 4. Skill evidenced at competent level. 5. Skill evidenced at mindful level.

© Crown Copyright National Probation Directorate and HM Prison Service (February 2005)

© Crown Copyright National Probation Directorate and HM Prison Service (February 2005)

1. Adherence to Programme Manual a) Exercises set up, explained and run correctly b) Timing and pace c) Checking out learning & encouraging group members to make links d) Out of session work Average score for each tutor/facilitator
Comments:

A

B

C

2. Adherence to Treatment Style a) Use of open questions to facilitate learning b) Listening, reflecting and summarising c) Effectively challenges offence supporting/ anti- social/ discriminatory views d) Motivational skills e) Appropriate use of praise & reinforcement f) Warm, genuine & empathic style Average score for each tutor/facilitator
Comments:

A

B

C

© Crown Copyright National Probation Directorate and HM Prison Service (February 2005)

3. Groupwork/Session Delivery Skills a) Clear and engaging verbal style and use of appropriate language b) Effective co-working c) Group/ session facilitation skills d) Group/ session management skills Average score for each tutor/facilitator Comments:

A

B

C

4. Responsivity a) Flexible delivery style responding to the needs of the group members b) Adaptation of the material to reflect culture, ethnicity, gender, age, social background and life experiences of participants c) Paying attention to external responsivity factors: room layout, seating plans, flipcharts on wall etc Average score for each tutor/facilitator

A

B

C

Comments:

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© Crown Copyright National Probation Directorate and HM Prison Service (February 2005)

Tutor/Facilitator Assessment Tutor/Facilitator A: Strengths:

Areas for development:

Tutor/Facilitator response:

Tutor/Facilitator B: Strengths:

Areas for development:

Tutor/Facilitator response:

Tutor/Facilitator C: Strengths:

Areas for development:

Tutor/Facilitator response:

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© Crown Copyright National Probation Directorate and HM Prison Service (February 2005)

Overall Scoring for Each Tutor/Facilitator Tutor/Facilitator A Average score for adherence to programme Average score for treatment style Average score for groupwork/session delivery skills Average score for responsivity Overall Average Tutor/Facilitator B Average score for adherence to programme Average score for treatment style Average score for groupwork/session delivery skills Average score for responsivity Overall Average Tutor/Facilitator C Average score for adherence to programme Average score for treatment style Average score for groupwork/session delivery skills Average score for responsivity Overall Average

Overall Score for the Session Adherence to programme Adherence to treatment style Groupwork/session delivery skills Responsivity Overall average

Overall Summary of Session (optional):

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© Crown Copyright National Probation Directorate and HM Prison Service (February 2005)