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Part 2 – Progress against Recommendations
6. The Inspectorate's report on Community Engagement was published in June 2011. The report made 14 recommendations.
7. We have rated the COPFS response to each recommendation, taking account of the different landscape that currently applies, as follows:
Achieved - COPFS has completed what was required.
Substantial Progress - COPFS has made significant progress in taking forward the recommendation.
In Progress - COPFS has taken some action to take forward the recommendation and there is ongoing work aimed at achieving the recommendation.
Not Progressed - COPFS cannot demonstrate any progress.
8. The table below sets out the recommendations and the actions taken by COPFS.
|
No. |
Recommendations |
Progress |
|---|---|---|
|
1 |
That specific responsibilities and targets to be achieved in relation to Community Engagement, in particular those relating to Area Procurator Fiscals and the Portfolio Owner, should be identified, written down and made available in order that future staff will know what their responsibilities are. |
|
|
There is a clear governance structure aimed at supporting and mainstreaming equalities in COPFS and engaging with communities throughout Scotland. The 2015-2018 COPFS Strategic Plan[5] includes an objective to provide to all "a level of service which takes account of individual needs and characteristics". Within the new Federation structure, the strategic direction for equality and diversity is set by the Equality and Diversity Strategy Group, chaired by the Lord Advocate. To deliver the duties specified in the Equality Act 2010, COPFS established the Equality Act (2010) Implementation Team, headed by an Equality Champion. The Implementation Team reports, on a quarterly basis, to a project board, chaired by the Crown Agent. Community engagement responsibilities were transferred to Federation Equality Networks (the networks) under the direction of the COPFS Implementation Team. The networks include staff at all grades. The networks remit includes: "undertaking activities to support the achievement of the equality objectives and to promote the effective engagement and involvement of local community groups". The networks play a vital role in developing links with communities and promoting inclusiveness. They have organised and delivered a significant number of events and products aimed at raising awareness of COPFS' role, responsibilities and commitment to the promotion and advancement of equality in the Scottish criminal justice sector. A comprehensive list of such events is set out at Annex A. COPFS has also appointed a team of Equality Ambassadors to represent all of the protected characteristics. The Equality Ambassadors engage with a variety of external groups throughout Scotland, and provide advice to COPFS staff. COPFS has also established two staff networks: the Disability Advisory Group and Proud in COPFS, a network supporting Lesbian, Gay, Bisexual and Transgender (LGBT) staff. There is an annual conference held for all COPFS staff involved in the equality networks to promote awareness of equality and inclusion and discuss the strategic direction for the forthcoming year. COPFS has an Equality Advisory Group (EAG). It consists of COPFS staff and external members with professional experience of equality issues. The remit of the EAG is "to provide independent and informed advice to COPFS on the impact of existing and future policies and practices on diversity and the promotion of equality and fairness in service delivery and employment". |
Achieved |
|
|
2 |
That Crown Office and Procurator Fiscal Service adopts in some form the Scottish Government standards for Community Engagement as a model of good practice. This should be made known to staff and the public and a process introduced to assess whether standards are met. |
|
|
Action Taken |
The purpose of the Scottish Government standards for Community Engagement was to set out best practice for engagement between communities and public organisations, providing key principles, behaviours and practical measures that underpin effective engagement. As part of the establishment of the networks, a comprehensive briefing pack was created to support staff to fulfil equality responsibilities including community engagement activities. The pack includes guidance on a wide range of issues and includes a checklist of best practice for organising community engagement events. Specifically, the checklist provides guidance on:
The "Diversity Resources Booklet", which is accessible to all COPFS staff, provides a link to the Scottish Government equalities guidance which includes practical advice on a variety of subjects including accessible accommodation, disability and cultural considerations. A comprehensive summary of all COPFS equalities activities and the role and responsibilities of the networks and Equality Ambassadors is available on the COPFS internet site.[6] |
Achieved |
|
3 |
That guidance relating to Community Engagement is created. This could incorporate a revised Area Diversity Pack. It would be of benefit to include in this guidance links to the Scottish Government National Standards on Community Engagement and the Crown Office and Procurator Fiscal Service Competency Framework (particularly the competencies relating to "Customer Focus" and "Effective Communication") and the Crown Office and Procurator Fiscal Service 'Accessibility Policy'. |
|
|
Action Taken |
As noted above, a comprehensive briefing pack was created for the networks. The briefing pack includes guidance on legal obligations, Equality Impact Assessments, COPFS engagement with National Equality Initiatives, a directory of relevant contacts and a detailed list of resources available to the networks, including DVDs, PowerPoint presentations, booklets and leaflets. |
Achieved |
|
4 |
That staff should be reminded to complete Community Engagement and Media Planners (if their use continues) on a regular basis and a system of formally monitoring activity including a measurement of success/benefits should be introduced and maintained. |
|
|
Action Taken |
The Community Engagement template and Media Planner have been replaced by quarterly reports submitted to the Equality and Diversity Strategy Group, chaired by the Lord Advocate. Each Federation network provides a report on all equalities work and activities which have been undertaken since the previous meeting. The quarterly reports are collated and maintained to provide evidence of actions taken to meet the equality outcomes. The evaluation of such activities is discussed at recommendation 5. |
Achieved |
|
5 |
That Crown Office and Procurator Fiscal Service consider whether it would be of benefit to the organisation in using the VOiCE[7] software package to help plan, monitor, evaluate and record their community engagement. |
|
|
Community engagement has been subsumed into a wider equalities strategy that has been overseen and implemented by the Equality Act (2010) Implementation Project that was established in 2011. The project has been managed in accordance with project management principles. The Implementation Team has overseen and monitored all community engagement initiatives and products. Thirty-eight products designed to embed equality and inclusion into COPFS policies, processes, and practices were identified by the Implementation Team. The products included the production of a community newsletter, delivering conferences on tackling offensive behaviour, the investigation of deaths and diversity, updating the COPFS website, the compilation of a deaths booklet and the production of various DVDs. Each product was subject to a rigorous quality assurance process including consultation with relevant stakeholders and the EAG. All events and initiatives were recorded and evaluated. Evaluation was primarily obtained through feedback questionnaires and consultation with relevant stakeholders. |
Achieved |
|
|
6 |
That the existing central repository of standard presentations should be further developed and also that a main list of contacts is established and maintained. |
|
|
Action Taken |
A community contacts register has been created and is used by Policy Division and network staff to support community engagement activities and equality impact assessment work. There is a wealth of material available to assist with the delivery of equalities work. A compilation of presentations, guides and booklets are available on the COPFS Knowledge Bank.[8] A number of key information documents have been converted into easy read format to enable people with learning disabilities to access information about their rights and COPFS services to support them. These include the Deaths Booklet, Access to Information for Victims and Witnesses and a series of booklets on the Scottish criminal justice system. There are a number of DVDs that are also accessible to support different aspects of COPFS work. The Diversity Resources Booklet also contains a wealth of resources including links to Scottish Government, Home Office and the Equality and Human Rights Commission diversity guidance and a wide range of equalities organisations. |
Achieved |
|
7 |
That consideration is always given to getting messages across to the public through the media where it is thought to be appropriate and there may be opportunities to be had in liaising with councils to place articles such as outcomes and achievements in local community newsletters. |
|
|
Action Taken |
COPFS created and distributed, two community newsletters - 'Outreach Equality for All' - both electronically and in print format. The newsletters provided updates on community initiatives and engagement. They were published on the COPFS internet site[9] and available in 11 languages.[10] COPFS has also produced a DVD - 'Our Role in your Community' - to explain the role of the Procurator Fiscal to the public. It was launched in September 2014 and can be viewed on the COPFS internet site. It is used at community events. The DVD is subtitled and a British Sign Language (BSL) version has been commissioned. COPFS works in collaboration with members of the Scottish Government Justice Board[11] and Community Planning Partnerships. COPFS regularly uses the media to publicise any equality and diversity initiatives and prosecution policies that impact on the protected characteristics. A recent example was the publication of figures which showed a continued reduction overall in hate crime in Scotland. |
Achieved |
|
8 |
That consideration is given to introducing social networking as a medium to help improve making contact, providing information and obtaining feedback from the public and also in promoting the work of the Crown Office and Procurator Fiscal Service. |
|
|
The COPFS internet site was launched in 2013. It uses Twitter[12] feed updates and allows for subscription to a COPFS RSS feed[13] providing latest news. The COPFS internet site provides information in an accessible and user-friendly format. Software has been utilised to enable translation of materials. It contains news, FAQs and links to a range of publications including guidance on the investigation of deaths and information about being involved in a case for victims, witnesses and accused persons. There is a facility to provide online feedback. |
Achieved |
|
|
9 |
That given the current economic climate Crown Office and Procurator Fiscal Service should identify opportunities to reduce costs such as reducing duplication of work, increased partnership working and making use of technology such as information networks or online pop-up surveys. |
|
|
Action Taken |
COPFS works collaboratively with a number of organisations.
COPFS engages and works with a number of other organisations and equality groups.
COPFS has used technology to promote their work.
There have been a number of collaborative initiatives taken forward with schools including:
Staff regularly attend career fairs to promote working in COPFS and encourage applicants from a wide demographic. |
Achieved |
|
10 |
That in order to ensure that staff are properly prepared for and can deliver communications in a confident, effective and efficient manner Crown Office and Procurator Fiscal Service should identify whether there is a need to invest in training for staff involved in community engagement. |
|
|
All staff must complete the Civil Service Learning Equality and Diversity training. This is complemented by a suite of e-learning packages including:
There is also role specific training for key functions in COPFS including Enquiry Point[15] and Victim Information and Advice staff. Anyone involved in dealing with the media can access other courses including 'Advanced Communication Skills' and 'Media Skills'. The 'Presentations Skills' course aims to provide staff with confidence to "prepare and present effective and professional presentations using the most suitable medium that best communicates the message". The 'Effective Communication', 'Effective Meetings' and 'Train the Trainer' courses also contain elements designed to improve communication skills. |
Achieved |
|
|
11 |
That Crown Office and Procurator Fiscal Service update their list on the intranet detailing current working groups and committees. |
|
|
A list of all equality and diversity groups in COPFS has been published on the intranet. |
Achieved |
|
|
12 |
That all Fiscal Areas in the Crown Office and Procurator Fiscal Service consider liaising with partners such as Police and Councils to identify whether there is an opportunity to be included in community/public surveys or consultations. |
|
|
COPFS regularly undertakes consultation with key stakeholders during the formation of prosecution policies, recognising that their expertise is invaluable to the development of informed and applicable policies. Examples include the Older Persons, Prosecution Policy on the Sexual Transmission of Infection, Social Media and Transgender policies. COPFS receives feedback from the Edinburgh and Lothian's Regional Equality Council (ELREC) Hate Crime Survey. At the conclusion of any COPFS event, feedback forms are issued. The feedback from each event is collated, assessed and any lessons learnt circulated. Feedback from the Hate Crime Conference,[16] jointly hosted by COPFS and Police Scotland, was extremely positive with 78% of the delegates indicating that, following the conference, they were more confident in COPFS and Police Scotland's ability to understand and meet the diverse needs of Scotland's communities. There is a customer feedback facility available on the COPFS internet site for members of the public to comment on the service provided by COPFS. COPFS recently ran[17] an online customer survey to elicit feedback from a broad range of service users, including any equality issues. |
Achieved |
|
|
13 |
That where engagement has taken place outcomes should always be recorded either using an in-house approach or through a package such as VOiCE to allow management to measure success against strategic objectives and identify lessons to be learned. |
|
|
The quarterly reports prepared by the Federation networks are used as a means of recording and evaluating specific events and initiatives. COPFS guidance emphasises the importance of learning lessons from community engagement events. It advocates that debriefs should be undertaken to identify "what worked" and "what can be improved" to inform future events. Specific initiatives progressed by the Implementation Team such as the development of a DVD are monitored using a project planning tool that tracks target dates and progress on a regular basis. Examples of excellent initiatives and events are celebrated at the COPFS Excellence Awards where there is an award for "Serving Our Diverse Communities". |
Achieved |
|
|
14 |
That Crown Office and Procurator Fiscal Service consider the suggestions for improvement made by community members as referred to in this report at pages 49 and 50. |
|
|
COPFS has invested considerable energy in raising awareness of the role of the prosecutor and COPFS. The COPFS website, the publication of community newsletters, the production of DVD on the role of COPFS and the use of social media offer different sources of information for communities. Consideration has been given to the needs of different populations. There have been a series of initiatives with an equality theme designed to engage young persons, including mock courts/mini trials, public speaking and art competitions. The associated teaching packs which are accessible through the Intolerance Scotland website seek to inform young people on the impact of hate crime, deter future offending of such crimes and raise awareness of behaviour that can constitute a criminal offence. Following consultation COPFS launched an Older Persons prosecution policy and more recently has run an awareness session on cybercrime for a more elderly audience in the North Federation. The introduction of Equality Ambassadors has increased in-house expertise on "protected characteristics". COPFS has translated a number of key publications into easy read format to assist people with learning difficulties to understand their work and responsibilities. Software has been added to the COPFS internet site to enable verbal translation of displayed materials. |
Achieved |
Overview
9. COPFS commitment to mainstreaming equality and community engagement is demonstrated by the involvement of senior personnel in key positions. The Lord Advocate chairs the COPFS Equality and Diversity Strategy Group which sets the strategic direction for COPFS on equality and diversity matters. The Crown Agent is the Equality Champion for the Scottish Government Justice Board and the COPFS Equality Champion chairs the Justice Equality and Diversity Sub-Group with other senior members of COPFS on other sub‑groups.
10. The restructuring of COPFS, budgetary pressures and the requirements of the Equality Act 2010 prompted a review by COPFS of their approach to community engagement and mainstreaming equalities. Community engagement was incorporated into a wider equalities strategy which took a more focused and targeted approach aimed at raising awareness of the role of COPFS, highlighting the impact of specific crimes and, where appropriate, providing reassurance to communities.
11. There has been a range of events aimed at educating young people on the type of behaviour that can constitute a hate crime and the impact of such crimes. It is hoped that impactful videos such as 'Them and Us' will have a deterrent effect on future offending of this nature.
12. Raising awareness to prevent offending was also an important element of the cybercrime awareness event that was recently delivered to a more elderly audience.
13. The Equality Act Implementation Team has been a key driver in delivering the equalities strategy. It has employed a strategic and creative approach to communicating with the public using the COPFS website, social media and various DVDs to reach a wide audience. It has delivered a wide-ranging group of high quality products and forged many collaborative and fruitful relationships. The networks and ambassadors have been pivotal to the success of many strands of the equalities strategy.
14. The role of the Implementation Team in promoting equalities and inclusiveness has been publicly acknowledged by the Employers Network for Equality and Inclusion (enei) with the presentation of their Team of the Year Award 2015 to the COPFS Implementation Team for "outstanding contribution to delivering change within the field of equality and inclusion, and the positive impact this had on organisational success".
15. COPFS has also retained their position for the third consecutive year as the Top Scottish Public Employer of the Year in the 2015 Stonewall Workplace Equality Index and Proud in COPFS received the title of the 2015 Scottish Network Group of the Year.
16. The receipt of such awards recognises the tremendous effort that has been undertaken by COPFS to promote equalities and deliver a service to communities which takes account of individual needs and characteristics.
17. Clear direction from the top of the Service, supported by a framework of Equality networks, ambassadors and staff networks, has generated momentum in promoting and mainstreaming equalities and produced visible and positive outcomes. Moving forward, COPFS has a strong platform on which to consolidate existing relationships and explore new channels of engagement.