Review on Media Policy, International Liason and Self-Sufficiency - Agricultural Products

Meeting report

PORTFOLIO COMMITTEE ON CORRECTIONAL SERVICES
6 May 1998
REVIEW ON MEDIA POLICY, INTERNATIONAL LIASON AND SELF-SUFFICIENCY - AGRICULTURAL PRODUCTS

Presentation by Chris Olkers, Director of Communications,
on Media Policy and International Relations.

He gave a brief overview of the Directorate of Communication Services as an introduction.
The directorate is divided into 4 parts:
External Communications
Internal Communications
International relations
Publications

Internal communications are responsible for all internal communication of the Department of Correctional Services. Mr. Olkers stressed the importance of communication and says that the department is committed to improving internal communication. Via the use of the Internet, communication courses and the departmental publication, Nexus, internal communication is being improved.
He states that two hundred people have already been trained and that those already trained will train others.

Nothing was said as to the other parts of the directorate and he went on to discuss media policy.

Media policy

There exists discretionary authority of commissioners to allow media into prisons. Most countries do not allow media into prisons. It was the feeling of the department that media should be allowed but they cannot come and go as they please. The reason for allowing media access is to show that prisoners are being treated humanely and that their rights are upheld. He said that requests to interview high profile prisoners are disallowed but if the media are within the prison confines and come across a high profile prisoner and the prisoner agrees to the interview it will be allowed. The media cannot ask to see specific prisoners. The prison authorities will however inform inmates that the media wish to conduct interviews and only those who come forward will the media be given access to.
The commissioner does have discretion to allow specific prisoners to be interviewed.
Photos, sketches and footage is allowed but only with the consent of the inmate. (He must sign an indemnity form.)

Questions were now directed to Mr. Olkers.

All the questions related to his introduction and none were as a result of the presentation on media policy.

A member wanted to know how she could get access to documents via the web pages. Mr. Olkers replied that there was a person responsible for the Internet and that he would give the member the necessary contact details later.
Mr. Abrahams asked who went on the communications skills course and was told that everyone from top management to workers went on the course. Mr. Abrahams, however, wanted to know what the exact make up of the initial 200 trainees were in relation to sex, race etc. but Mr. Olkers did not have that information at hand.
The chairperson noted her concern that newspaper articles reflect different viewpoints from persons within the department and that it was very unclear as to whom the official spokesperson is. Mr. Olkers answered that there are 4 spokespersons; Himself, Mr. Barry Eckstein, Mr. Tshabalala and another person.
Another member asked who trained the trainers. Mr. Olkers answered that for prisons with a capacity of less than 500 the training is done on an ad hoc basis and that the department used Ana Marie consultants, which is based in Pretoria.

Presentation on International Liasons

Mr. Olkers read his presentation and questions were asked.

The Chairperson asked why 2 American prison organizations were joined. The response was that motivations need to be given on why other groups are not joined and these motivations were still forthcoming.
A member asked Mr. Olkers what the non-aligned movement mentioned in the presentation document was and he could not explain because the department merely administers it.
Another member asked if only top officials visit other countries or do ordinary workers go as well. Mr. Olkers answered that normally top management goes.
Finally he was asked about the Aids programs. He answered that there was a lot to be worked out but South Africa was the leader in Africa when it came to dealing with infected inmates. The member posing the question then responded that in South Africa healthy inmates and infected inmates are integrated.

There were no more questions and Mr. Olkers was thanked.

Presentation by Frik Bell, Director Industries, about the self-sufficiency of agricultural products.

Mr. Bell gave a detailed presentation highlighting the effectiveness and efficiency of prison farms. Not only do these farms save the government money but it also provides jobs and training for prisoners. He was not however satisfied with the already high level of self-sufficiency and was confident higher levels could be achieved with adequate funding. He hoped that the presentation would make the portfolio committee ask the government for additional funding.

Before questions were allowed the chairperson congratulated Mr. Bell and said that the directorate was a success story within the Department of Correctional Services. The members then applauded. Each member before asking a question confirmed the chairperson’s sentiments.

Mr. Kathrada asked what percentage of the production was for warders and also for prisoners. Mr. Bell could not answer because the duty of distribution fell outside the scope of his directorate.
A member asked the question whether 100% self-sufficiency could be achieved. The answer given was no. The reason was because some prisons are far from distribution centres and it would therefore not be a viable option. Certain goods would therefore have to be purchased on the open market. This member then added that government needs to make money available for projects such as this because it would benefit not only the government but also prisoners. The same member, seeing that the presentation mentioned earnings from goods sold, then asked why is surplus products sold. Mr. Bell answered that only if the nearest prison is not in need of the products then it is sold. He also said that some warders and workers are far from cafes and items such as milk is sold to them. Selling is controlled and meat is never sold.

There were no more questions and Mr. Bell was thanked.

The meeting was adjourned at 11:00.

Annexure 1:
INTERNATIONAL LIAISON BY THE DEPARTMENT OF CORRECTIONAL SERVICES

PRESENTATION: PORTFOLIO COMMITTEE ON CORRECTIONAL SERVICES

1. PURPOSE OF PRESENTATION
The purpose of this presentation is to inform the Portfolio Committee with regard to the Departments' liaison with overseas/African prison services, international organisations as welt as the visiting of international contact persons to the Department.

2. INTERNATIONAL LIAISON WITHIN THE DEPARTMENT OF CORRECTIONAL SERVICES

2.1 THE AIM AND PHILOSOPHY OF INTERNATIONAL LIAISON
The aim of international liaison is namely to establish and to maintain a positive and constructive partnership within the international arena with individuals and institutions who have a lawful interest in crime and the criminal justice system, or who play a role therein.

Within the above-mentioned framework, there are various role players in the international penological arena with whom the Department has contact on a regular basis. In order to administrate the Department's international liaison meaningfully a Sub-Directorate International Relations was established within the Directorate Communication Services, to fulfil this function.

2.2 LIAISON WITH INTERNATIONAL ORGANIZATIONS AND CORRECTIONAL SERVICES

2.2.1 LIAISON WITH THE UN SECRETARIAT: PREVENTION OF CRIME AND CRIMINAL JUSTICE
Emphasis is placed on the technical co-operation as well as the acceptance and implementation of UN standards and norms. The Department's liaison
with this UN organisation is primarily administered by the National Correspondent on Crime Prevention and Criminal Justice. Within this context there is close liaison with the South African Police Service as well as the Departments of Justice, NCPS, Welfare and Foreign Affairs. The National Correspondent chairs the Interdepartmental Committee on the work of the UN Commission on Crime Prevention and Criminal Justice, which includes the mentioned Departments. The Department of Correctional Services is represented on the Committee by the Deputy Director International Relations.

Liaison with the UN in the Department as welt as liaison with the National Correspondent is managed and facilitated by the Sub-Directorate International Relations.

The main functions with regard to the above are as follows:
* Countries are requested on a (3) three yearly basis to complete a questionnaire on the Standard Minimum Rules for the Treatment of Offenders. The reason for this exercise is to determine to what extent these rules are applied. This function is managed by the Sub-Directorate International Relations who is responsible for the coordination of the inputs from the various directorates into a formal document. This document is channelled via the Department of Foreign Affairs to the UN.

* The Sub Directorate International Relations is responsible for all the
preparations with a view to the quinquennial UN Congresses on Crime Prevention and the Treatment of Offenders, as far as Correctional Services is concerned. This function also includes all arrangements in preparation for the quinquennial Congresses. This is however done in close consultation with the National Correspondent.

* It is the responsibility of the Sub-directorate to facilitate participation by the Department in Annual Sessions of the UN Commission on Crime Prevention and Criminal Justice, held in Vienna Austria.

2.2.2 LIAISON WITH THE DEPARTMENT OF FOREIGN AFFAIRS
The Department of Foreign Affairs prefers that within each department there is a focal point for liaison, to ensure that meaningful international contact, especially on national level, takes place in an co-ordinated manner.

The Department's focal point for liaison is placed within the Sub- Directorate International Relations.

2.2.3 CO-ORDINATION ON THE NON-ALIGNED-MOREMENT PROJECT

From 1998 South Africa will chair the Non-aligned Movement. The Deputy Director International Relations is responsible for co-ordination.

2.2.4 LIAISON WITH OTHER INTERNATIONAL ORGANIZATIONS AND
PRISON SERVICES WORLDWIDE

"The Department is committed to the maintaining of universally accepted standards and norms with regard to the treatment of offenders and to achieving constructive relations and Cupertino with the international penological community." (White paper on the policy of the Department of Correctional Services in the new South Africa 21 October 1994.)

The UN makes an appeal to member countries to become more involved by consolidating co-operation and co-ordination within the framework of crime prevention and criminal justice, and that integrated regional policy aspects programmes and mechanisms can be meaningfully co-ordinated and maintained. (Ninth UN Congress on the Prevention of Crime and the Treatment of Offenders: (1995): Omnibus Resolutions).

It is the Sub Directorate: International Relations primary responsibility to facilitate such liaison with overseas prison services and international organisations. Within this context, the Department of Foreign Affairs fulfils a support role in terms of facilitating international liaison.

3. PROCEDURE FOR INTERNATIONAL LIAISON
Any request to liaise with overseas institutions must be registered in writing with the DD International Relations. This implies that any request to obtain specific information from overseas prison services/organisations, must be clearly specified as well as the reason why this information is required.

The Sub-Directorate is responsible to obtain this information. After initial contact has been made, it can lead to further follow-up contact between the particular functionaries and overseas institutions. It is however essential that the Sub-Directorate be informed in writing thereof.

4. MEMBERSHIP OF INTERNATIONAL ORGANIZATIONS
The Sub-Directorate International Relations is responsible for the administration of the Department's membership of international organisations. The necessary membership fees and the payment thereof, are budgeted annually.

If a directorate should wish to acquire membership of an international organisation, the following procedure is applicable:

* a complete motivation for membership must be presented to the Commissioner for approval;
* An indication must be given of how the Department will benefit functionally;
* The cost implication of the intended membership must be reflected, so that it can be budgeted for.

The Department is member of the following organisations
* American Correctional Association
* American Jail Association
* Prison Fellowship International
* United Nations African Institute for the Prevention of Crime and the Treatment of offenders (UNAFRI)
* International Committee on Prison Medical Services

5. OVERSEAS VISITS AND THE AUENDANCE OF INTERNATIONAL CONGRESSES
In order to promote the Department's liaison in the international community, visits to overseas prison services and international congresses and symposiums are attended. Policy amendments within departmental context may require that overseas visits be undertaken to obtain first hand knowledge of new dimensions within the correctional field. Furthermore, the Department can participate in practical orientated international congresses/conferences.

A schedule of overseas visits, which took place during January 1997 - April 1998, is attached as Annexure A.

6. CONTACT WITH OUR AFRICAN COUNTERPARTS
The Department has close contact with many of our African counterparts to name but a few, Swaziland, Namibia, Malawi, Tanzania, Uganda, Botswana, Zambia, Zimbabwe and Mozambique.

The Department plays a leading role with regard to training, assistance on personnel related matters, strategic planning and restructuring and also in the field of AIDS Education. Regular contact is made in particular with Swaziland and Namibia. Members from both these countries visit South Africa and the Department on a regular basis. Currently a group of Namibians are on a study tour of the Leeuwkop Juvenile Centre as basis for the construction of their own juvenile centre in Namibia.

Within the week from this presentation members from our Agricultural Section will be visiting the Swaziland Correctional Services to assist with their agricultural programme.

During the first week of June a Training Board for African countries, who are part of the Conference of Eastern, Southern and Central African Head of Correctional Services (CESCA) will be held at the Krugersdorp Training Centre. The objective of this Training Board is to establish the following terms of reference namely:

* To look into all training aspects/needs of member states
[ed. note: the documentation is incomplete]

Annexure 2
COMMUNICATION SERVICES (MEDIA POLICY) OF THE DEPARTMENT OF
CORRECTIONAL SERVICES

PURPOSE OF PRESENTATION
To present to the Portfolio Committee on Correctional Services a brief overview of the activities of the Directorate Communication Services and in particular the media post; of the Department of Correctional Services.

MANAGEMENT OF THE DIRECTORATE COMMUNICATION SERVICES
Up to two years ago the Directorate on management …SCO and higher consisted mainly of white males. At present, out of an establishment of 37 people, eight are white males, representing 21 percent.

BACKGROUND
The Directorate is divided into four sub-directorates, … External Communication, Internal Communication, International Relations and Publications.

INTERNAL COMMUNICATION
This sub-directorate plays an important role in promoting communication within the Department. The post of the Deputy Director, Internal Communication, is vacant. This post is due to be advertised this month and has been identified as an affirmative action post, in particular candidates from previously disadvantage groups.

This sub-directorate is responsible for all internal communication. To achieve this, single point responsibility has been established at all directorates and Management Areas throughout the country. This person is responsible for distributing all communication.

COMMUNICATION TECHNIQUES/PROCESSES
The following techniques/processes have been established to facilitate communication:

· Sper-24
This is a computer-based communication tool

· Rumours and "HotIine"
A communication channel via telephone and fax has been established to enable personnel to liaise directly with Provincial Commissioners and/or Head Office. All enquiries must be answered personally within 24 hours.

· Notices
Actual information of which personnel should be informed, is identified by all Management Levels and formulated in official notices

· Intranet
All relevant internal communication messages, which are also displayed on notice-boards at Head Office, are distributed via the Intranet on the News button (Internal News).
So also, the DCS Highlights of every day. Any media coverage concerning the Department is displayed on the External News button.

This sub-directorate is also responsible for corporate identity and plays an important role in the promotion of Batho pele -people first project.

LANGUAGE POLICY
A language policy in line with Lantag recommendations has also been established.

Internal Communication is also responsible for Communication Auxiliary Services. This section is responsible for all graphic work, video and photographic needs of the Department.

A language service for translation is also available.

PERSONNEL MAGAZINE
An important internal communication tool is the personnel magazine, Nexus. Two years ago this section consisted of I white male and 4 white females.

During restructuring, the post of the editor was upgraded to deputy director's level and a member of the previously disadvantaged group will take up his position on the first of June. A coloured and a black journalist have since also been appointed.

Two vacancies exist. Interviews have been conducted and in both cases affirmative action candidates have been recommended.

LACK OF COMMUNICATION
Like in most organisations it would appear that internal communication presents the most challenges. In many instances the lack of a communication culture is a legacy from the past. People did not communicate with each other and in a military structure you speak when you are spoken to.

COMMUNICATION SKILLS COURSE
In an attempt to address this very important issue, the Directorate obtained an outside communications consultant. Already more than 200 members have undergone a communication skills course They will in turn train all other personnel. It is hoped to finish this project by September this year.

RE-ENGINEERING OF COMMUNICATION
The total internal communication structure and processes are presently under review. To establish the needs of personnel an internal communication audit was completed on the 30th April countrywide and is at present being evaluated by research experts from the Government Communication Services. This included questions on what personnel expect from the personnel magazine.

Furthermore contact has been made with various correctional services worldwide in an attempt to establish how they manage communication. Contact was also made with some of the top 100 companies in South Africa to obtain similar information.

Several have already replied but the return date is for the end of this month. Once this information has been studied a presentation will be made to the management of the Department on suggestions for the road ahead.

COMMUNICATION OFFICIALS AT MANAGEMENT AREAS
To further enhance communication approval has been granted for the establishment of communication official posts at management areas with a staff complement of 500 and more. At smaller prisons the task of communication will be done on an ad-hoc basis.

MEDIA VISITS TO PRISONS
The Department supports the principles of openness and transparency and therefor provision was made for discretionary authority to allow the media into prisons. It must however be stressed that in many instances journalists do have the attitude of that they have the right to visit prisons. It is a concession on behalf of the Department. Research has shown that in few countries throughout the world are journalists allowed to actually visit prisons. The Department will continue to allow journalists into prisons, but it will always be kept in mind that the Department and the Government of the day must get added value out of such visits. All requests will be dealt with in a responsible manner.

INTERVIEWS WITH PRE-IDENTIFIED PRISONERS
The Department often receives requests for interviews with pre-identified and in most instances high profile prisoners. The general rule is that such interviews are not allowed. It will only be allowed in exceptional cases, provided the right to privacy that the prisoners have, is adhered to and that the sole purpose of such interviews is to convey a crime preventative message to the public. In all instances the taking of photographs/footage or sketches are allowed on condition that the prisoners signs an indemnity form.

NODAL POINT
The media office is also the nodal point for the reporting of incidents at prisons on a 24-hour basis.

Provincial liaison officers.

Posts for liaison officer at provincial level have been established. Seventeen posts have been created of which only three are filled by white males.