Correctional Services Staff :
Recruitment, Training and Career Development

Introduction

                        In recent years, increase attention has been devoted to how organisations manage human resources.  This increased attention comes from the realisation that an organisation's employees enable an organisation to achieve its goals, and the management of these human resources is critical to an organisation's success.

                        To implement effectively its many varied programmes, and to meet its objectives, the Correctional Services require staff members who are of the right calibre, well-trained, well-motivated and well-disciplined.  Over the years, the Department has modernised its human resources management practices to hone the Hong Kong Correctional Services into an effective and motivated professional service.  The crucial factor of its success depends on a series of well-planned processes of recruitment, training and career development.

Recruitment

                        A good recruiting programme needs to serve many and sometimes conflicting goals.  A commonly mentioned goal is to attract a large pool of applicants, but the bulk of applicants can well be very costly to process.  Recruiting must also attract a high proportion of well-qualified candidates who are seriously interested in accepting a job offer.  An additional goal is that recruiting efforts should have beneficial 'spillover' effects; that is, the organisation's general image should be enhanced, and even unsuccessful applicants should develop positive attitudes towards the Services.  Further, all the above goals should be reached with the greatest speed and at the least possible cost to the organisation.

                        In response to an ever rising expectations and demands of the general public, the correctional management needs to change flexibly and move ahead.  The recruitment of people with high and right calibre into the service is essential.  Apart from the good educational qualifications, staff must have a stable personality, a mature and sensible outlook on life, and be able to accept discipline.  This last point is very important, as the Department's view is that officers are not suited to impose discipline, unless they themselves can accept the same standard.  With an effective selection system now adopted, the Department can rest assured of recruiting only the most suitably qualified persons with proper motivation to pursue a career in the service.

                        Recruitment of new staff is primarily based on existing vacancies arising from normal wastage on resignation, retirement and expansion of services.  Recruitment procedures to be followed involve the advertisement of vacancies, short-listing of applicants, interviewing applicants and assessing their suitability.  Without successful recruiting to create a sizable pool of candidates, even the most accurate selection system is of little use.

                        While recruitment in the Department is on a need basis, the maintenance of a good departmental image and favourable public relations is an on-going process.  The Recruitment Section and the Public Relations Unit are entrusted with the responsibility of carrying out this important task.  Information on recruitment is often communicated to the public through career talk, career expo, internet, the mass media in the form of radio and television broadcast, display of posters and leaflets, and advertisement in newspapers.

                        Apart from departmental image, good salary is one of the primary factors that attract and retain high quality employees.  The pay of a recruit Officer with the minimum entry qualification of 1 subject pass at the Advanced Level and 3 credits or above at the Ordinary Level is HK$21,260 (i.e. US$2,725).  One can earn up to HK$26,695 (i.e. US$3,422) a month depending on his/her academic qualification.  The minimum entry qualification of a recruit Assistant Officer II is completion of Form 3, and the monthly salary of a recruit Assistant Officer II is between HK$13,250 (i.e. US$1698) and HK$14,040 (i.e. US$1,800).  Although the salaries for staff of equivalent levels between various disciplined forces are more or less the same, the pays of the recruits in the Department are normally better than those of the civilian public servants and employees working in the private sector respectively with similar academic qualifications.

                        The Correctional Services Department of Hong Kong encounters no great difficulties in recruiting suitable persons for the two direct entry ranks of Officer and Assistant Officer II although competition with other disciplined forces is high.  Within the year of 2001, there were altogether 2,076 and 2,520 applications for the posts of Officer and Assistant Officer II; however, only 23 were given the appointment of Officers and 109 were recruited as Assistant Officers II.  Obviously, the competition was keen.  Amongst all those successful applicants, over 83% of the recruited Officers are either degree holders or of the qualification of Social Work or Nursing, and 100% of the recruited Assistant Officers II attained Form 5 or above.

                        Besides academic qualifications, personal aptitude and the physical build-up of the candidates are also of great importance.  The minimum general physique for male is of height 162cm and weight 50 kg while that for female is of height 152 cm and weight 42 kg.  To standardise the requirements, consultant services have recently been employed to assist in devising a pre-employment physical fitness test for the Department's subsequent disciplined staff recruitment exercises. 

To become a disciplined member of the Correctional Services Department, an applicant has to pass a series of selection examinations which include a preliminary interview, a written test examining his/her expressive ability, an impromptu talk testing his/her communicative techniques, a physical fitness test and a final interview.  The suitability of a candidate for appointment offer depends on his/her accomplishments in the selection examinations, and a selection board headed by a Senior Officer will make its rational and impartial decision.  A specially designed assessment form is used to facilitate the board to come up with the decisions.

Successful candidate will then be arranged to undergo a medical examination and security vetting.  After appointment is offered, he/she still has to prove his/her ability and suitability with effective performance during a probation period of 3 years before permanent employment is offered.

Training

                        The Correctional Services Department of Hong Kong runs its own Training Institute for staff.  The Staff Training Institute is responsible for the planning and implementation of job-related and professional training programmes of the Department.  It provides recruit, development and specialist training for 325 staff on average in a month, and has both residential and non-residential courses.  Simulated training and situational analysis are stressed in staff training. 

Recently, courses at the Staff Training Institute are being restructured into modular type to allow for on-line training on the theoretical aspects.  At the same time, actions are being taken to develop web-based, CD-ROM-based or paperless-based self-learning packages on a wide range of subjects to enable delivery of training to staff at the operational, supervisory and management levels through internet/intranet or the local area network.

While the Department is busy with the work of establishing an e-Learning system across, it is also fully committed in the development of an individual training portfolio for each and every staff member.  The portfolio, basing on a balanced Training & Development Model, helps to benchmark the various core competency courses for a specific rank and post.  Staff can access to his/her own training record through internet/intranet and apply for enrolment in the courses which are beneficial to their career development and personal enhancement.

                        The Staff Training Institute has many facilities which include training rooms, training courtroom, nursing/first-aid training room, computer training room, mock cells, library, gymnasium, physical conditioning room, indoor and outdoor firing ranges, parade ground, control centre, museum, dining hall, recreation rooms, resource unit, laundry and residential accommodation, etc.  To cope with staff training demands, the Institute undertook to upgrade the existing facilities and add to the training resources.

                        From year 2000 onwards, the Department started issuing institutions with Departmental Training Circular (DTC) to inform staff of the various training opportunities and invite their applications.  Altogether, 16 circulars were issued in the year.  An in-house newsletter "Guardian" is also produced monthly to promulgate to staff major training activities and learning programmes.

Recruit Training

                        Recruit training aims to provide new personnel with basic knowledge and skills for carrying out their duties and a foundation orientation of correctional work towards the improvement of human resources.  The duration of training for recruit Officers is 26 weeks and that for recruit Assistant Officers II is 23 weeks including a two-week field placement at penal institutions.

                        The contents of Recruit Training emphasise on both theory and practice.  The training syllabus includes Laws of Hong Kong, rules and regulations, counselling, social work techniques, management, psychology, criminology, penology, first-aid, foot drill, anti-riot drill, self-defence, emergency response tactics, the use of weapons and personal computer, adventure training and field training, etc.  In response to ever-changing societal needs, subjects such as Putonghua, Chinese Writing and civic education have also been included in the training curriculum.

                        In 2001, a total of two Recruit Officer Training Course and five Recruit Assistant Officer Training Courses were conducted for 145 trainees.

                        In order to provide newly appointed specialist staff with a basic understanding on correctional theory, practice, penal operation as well as their respective role in the Department, orientation/recruit training courses are organised for them before they actually take up their offices.  The target groups of the courses include Clinical Psychologists, Assistant Education Officers, Masters (Correctional Services), Occupational Therapy Assistants, Catering Instructors and technical staff of Correctional Services Industries.

Development Training

                        Development training helps serving staff develop their potentials and equips them with professional knowledge and skills for advancement in their career.  It keeps them abreast of the latest changes and development in relevant legislation, penal policy, and management concepts which bear effects on their day-to-day operational and correctional work.  It also refreshes and updates their working knowledge and practice.

                        The Staff Training Institute runs various development/specialist courses for staff.  There are Junior Command Course, Intermediate Command Course, Intermediate Command Course (Higher) and Senior Command Course for Officers and above, Hospital In-service Training Course for Assistant Officers (General and Psychiatric).   Others are Assistant Officer/Officer/Principal Officer Refresher Course, Assistant Officer Refresher and Development Course, Detention Centre Course, Training Centre & Rehabilitation Centre Course, Drug Addiction Treatment Centre Course, Emergency Services Training Course and Personal Computer Training Course, etc.  Courses organised for Assistant Officers are mostly functional and job-related, whilst those for Senior Officers are more management oriented with the aim of enhancing their administrative and management capabilities.  In 2001, 180 courses on various development training programmes were conducted for a total of 3,890 participants.

                        Some other core development training courses, specialists training programmes and training scholarships are also provided for staff in different grades to enhance their performance and development.

                        A summary of the Recruit and Development Training courses organised at the Staff Training Institute in 2001 is at Appendix A.

Institutional Training

                        In order to enhance the implementation of departmental policies and institutional management matters, each and every operational staff of the Department has to attend a one-hour training session weekly at his/her institution.  The Training and Liaison Officer thereat is to take charge of those training sessions, and to co-ordinate with the Staff Training Institute for the relevant training programmes.  For Officers and above, they also have to attend Officers' Seminar at their respective institutions monthly to share among themselves new departmental promulgation, policies and best practices.

                        Resources centre with computer facilities is set up at each institution to encourage staff learn continuously even at their leisure hours through the net.

Local Training

            Apart from departmental training, the Department also sends selected officers of different ranks to attend training courses on a wide scope of management, information technology, language and communication courses at the Civil Service Training and Development Institute (CSTDI) run by the Government of the Hong Kong Special Administrative Region.  Between April 2001 and March 2002, a total of 2,568 staff of various ranks were arranged to attend courses organised by the CSTDI.

                         To collect information on staff's training preferences, the Department conducts annual Training Needs Survey on staff of the rank of Principal officer and below.  By referring to the preferences in the Training Needs Survey Forms and the needs as indicated in the Performance Appraisal Forms, the Department arranges generic as well as vocational training courses for staff to attend.

                        In order to allow those of high potential for advancement more exposure outside the Department, specialised training such as the Cadre Course, Standard Criminal Investigation Course and various Command Courses organised by the Hong Kong Police Force and the Independent Commission Against Corruption are arranged for the selected mid-career officers.  Over the years, more than half of our Superintendents and Chief Officers have already taken part in either of these courses.  To further enhance their capabilities, efforts have been made to organise a series of courses on Change Management with the Institute of Management, the University of Hong Kong for them to attend.  The Department will continue to explore and expand training opportunities for middle managers in this aspect.

                        To broaden the horizon and to see how other government sectors operate, the Department has arranged some officers to attach to other policy bureaus or departments for career development.  In the last 3 years, around 10 mid-career Officers and Senior Officers were selected to attend attachment programme in the Monetary Authority, Recreation and Culture Bureau, Security Bureau, Housing Department and Economics Services Bureau within the Civil Services.

                        The efforts of local universities and other tertiary educational bodies have also been sought to provide staff with a wide spectrum of certificate, diploma and degree courses to upgrade their professional knowledge as well as to develop their competencies to meet the departmental goal.  The Diploma in Penology Course jointly held by the Department and the School of Continuing Education, Chinese University of Hong Kong is one example.  So far, more than 30 staff enrolled in the Course.

Other training programmes such as War Games and Outward Bound Courses were scheduled from time to time to enhance staff's communication and leadership skills.  The Department is still exploring whether some credits exemption could be given to staff for enrollment in the Law Enforcement & Security Management Programme organised by the Open University of Hong Kong.  To encourage more learning to take place, scholarships and Course fee reimbursement were awarded to staff embarking on varied courses in the year.

Overseas Training

                        In addition to local training, the Department continuously sends Officers to attend suitable training courses and seminars overseas, and to participate in exchange programmes, training attachments and visits in various countries.

                        Senior Officers and middle managers are arranged to attend the government funded training programme at the Tsinghua University, China; University of NSW, Australia; University of California, Berkeley USA and Cambridge University, UK.

                        To further enhance training in this respect, the Department also puts emphases on exchange programmes, training attachments and visits in other jurisdictions such as Australia, Canada, Mainland China, Japan, Malaysia, Singapore, Thailand, UK and USA.  Over the years, around 70% of our Senior Officers have already taken part in at least one of these training programmes.  Coupled with this, regular participation for officers of various levels is arranged every year.  All these overseas training arrangements enable officers, as well as the Department, to keep abreast of the latest developments in prison management worldwide, and to learn from the experience of other prison administrations.

Career Development

                        Career Development is a planned and continuous effort by management to improve staff competency levels and organisational performance.  Recognizing that the success of an organisation is fundamentally and ultimately dependent upon its staff, how they are managed and motivated are crucial elements to be considered.  The Department has established a Career Development Office within the Human Resources Division since 1992 to specifically look after the career development of staff.  Conscious effort has been carried out through an effective appraisal system, feedback mechanism, posting and training to assist officers in developing their full potential as well as achieving their career aspiration in the Department.

                        Just as equipment needs regular maintenance to sustain performance, staff need nurturing, from time to time, to grow and develop.  Also, staff have the right to know what they are expected to perform, how they are performing against the expected standards, and they should be given ample opportunities for personal growth and job enrichment.  To address this issue, a new core-competency based Performance Appraisal (PA) System has been developed in 2000-01 for the seven ranks ranging from Senior Superintendent to Assistant Officer II.  The new PA system enables HR managers and institutional heads effectively identify strengths and weaknesses of individual staff for training, career development and succession planning.  On this, those staff identified with good potential for advancement will be arranged to expose to appropriate training & development program for successive manpower planning.  In addition, staff will discuss with their superiors about their career paths and training plans during the appraisal interviews, which will be recorded for reference in future career development planning. 

                        To enhance communication on senior officer level, the Commissioner or his deputy personally conducts career interviews for all officers of Chief Officer rank and above annually.  This career development feedback mechanism together with the appraisal interviews is a kind of positive and constructive human resources initiative adopted by the Department.  It aims at providing opportunities for the senior management and staff to share each other's visions of the present and the future.

                        A comprehensive career profile, spelling out the training, career development programmes, posting and promotion prospects for Officers and Assistant Officers (Appendix B), has been identified to promote the awareness of officers in terms of career development and future prospects.  On the other hand, it enables the supervisors to understand their subordinates better so that appropriate coaching and training can be arranged to meet departmental objectives.

                        Good career prospects are provided for promising and dedicated officers who have proven merits and who have passed the qualifying departmental examination.  Assistant Officers of exceptional merit and ability are eligible for advancement to the Officer grade through the Potential Officer Scheme or the Special Appointment Scheme.

                        Apart from prisons, the Department runs drug addiction treatment centres, training centres, detention centre, rehabilitation centres and half way houses in Hong Kong.  As the types of job involved in different correctional programmes are not the same, regular posting of staff is necessary to meet manpower requirements of various institutions and to provide varied career development opportunities for staff.  Normally, a staff will station in an institution or a special stream of correctional work for a period of three to five years.

                        When the management considers the future posting of staff, special attention will be given to his/her preferences in the area of work and streaming choices.  These preferences are indicated by the staff in a Career Development Form and commented by his/her head of institution.  All these views will be taken into consideration by a posting board, and the decision will be in the Department's best interest regarding deployment of human resources as well as the career development of individual staff.

                        Comprehensive training of the most up-to-date operational and management techniques is provided to all officers at different stages of their career to help them acquire the professional competencies necessary for effective discharging of their duties.  Besides, the Department provides opportunities for those who are qualified or those who have shown the aptitude and have subsequently been trained, to specialise in certain types of duties, such as aftercare, welfare, nursing, security intelligence, psychological service, locksmith, physical education, driving, escort and dog handling.

Conclusion

                        The work of the Correctional Services Department is very essential to the community.  By playing a corrective role, we strive to ensure that all persons who are committed to our custody are treated in accordance with the Laws.  Apart from serving the community in maintaining social order, we actively provide the best opportunity for all prisoners to make a new start in life, by offering them comprehensive rehabilitative programmes.

                        Over the years, Hong Kong has developed a penal system which places increasing emphases on correcting and rehabilitating inmates, on top of its primary responsibility of maintaining security and order within the institutions.

                        With a team of good quality, well-trained and versatile staff, high standard of correctional work can be ensured and the Department's corrective role in the Criminal Justice System can thus be fulfilled.  In the pursuance of professionalism, the Department will continue committing more efforts to perfect its recruitment, training, career development policies and practices to excel staff's performance in the future.

Appendix A

Training Courses Conducted at the Staff Training Institute in 2001

Appendix A (cont’d)