NAME OF ORGANIZATION:
DIRECTORATE OF RECLAMATION AND PROBATION
KHYBERPAKHTUNKHWA, PESHAWAR
SUBMITTED BY: LAILA JAMIL (MC110202189)
SUBMITTED TO: INSTRUCTOR MGTI619
VIRTUAL UNIVERSITY OF, PAKISTAN
DEDICATION
ACKNOWLEDGEMENT
All praise to Allah, the most merciful, kind and beneficent, and the source of all knowledge, wisdom within and beyond my comprehension. He is the only God, who can help us in every field of life. All respect and possible tributes goes to my Holy Prophet Mohammad (SAW), who is forever guidance and knowledge for all human beings on this earth.
Heart full thanks to my internship instructor Virtual university of Pakistan who guided me whenever I need anykind of help. I am very grateful to my supervisor Mr. Alam Zeb at directorate of reclamation and probation Khyber Pakhtunkhwa, Peshawar forguiding me and helped me through timely suggestions, valuable advices and specially the sympathetic attitude, which always inspired me for hard work.
I am proud to say that I am very grateful to my family whose kind prayers and cooperation helped me at every step of my work. Special thanks go to my parents for their cooperation for the sake of my knowledge and also for their financial support.
I am really very thankful to my sister Mrs. Wasima Naeemfor her cooperative attitude during the completion of my project work. She helped and supported me during gathering and analyzing information.
LAILA JAMIL
EXECUTIVE SUMMARY
I feel very honored that I got the opportunity to work in such a high authority organization. During my internship program, I tried my level best to prepare myself with all important knowledge. In this report, I have struggle to cover various aspects of organization like introduction, its history, objectives, functions, future prospects, working environment and also identify its strengths, weakness, opportunities and threats.
I have also mentioned the vision and mission of the organization along with the branch where I did my internship and tried to learn my best that how to manage the different activities.
My internship report include introduction, History, Comments on the Organization Structure, Brief Introduction of the branch where I did my Internship, Starting and ending date, Detail description of Internship program, Future prospects of the Organization, Conclusion, Recommendation for Improvement, Reference & Source and Annexes.
TABLE OF CONTENTS
TABLE OF CONTENTS PAGE #TITLE PAGE…………………………………………………………………………………………………..1
LETTER OF UNDERTAKING…………………………………….………………………………………2
CERTIFICATE ………………………………………………………………………………………………. 3
DEDICATION………………………………………………………………………………………………….4
ACKNOWLEDGEMENT……………………………………………………………………………………5
EXECUTIVE SUMMARY………………………………………………………………………………….6
TABLE OF CONTENTS…………………………………………………………………………………….7
OVERVIEW OF ORGANIZATION.………………………………………………………………….8-12
ORGANIZATIONAL STRUCTURE ………………………………………………………………….13-15
PLAN OF MY INTERNSHIP…..….…………………………………………………………………..16-18
TRAINING PROGRAM………………………………………………………………………………….19-21
MANAGEMENT FUNCTIONS………………………………………………………………………..22-28
CRITICAL ANALYSIS……..……………………………………………………………………………...29-31
SWOT ANALYSIS ………………………………………………...... 32-34
CONCLUSION………….………………………………………….………………………………………..….35
RECOMMENDATIONS...………………………………………………………………………………..….36
OVERVIEW OF THE ORGANIZATION
Probation and Parole System in Pakistan:
Pakistan after partition of sub-continent in 1947 continued to reinforce the Government of British India's laws for maintaining the probational aspect of the criminal justice system. It included the Good Conduct Prisoners Probational Release Act 1926, and sections 380 and 562-564 of the Indian Code of 2 Criminal Procedure. Later on the Indian Code was renamed the Criminal Procedure Code. Reclamation and Probation Departments (RPD) were established in all provincial governments in 1927, to deal with the release of prisoners on parole. After independence, Punjab was the only province in Pakistan that had a RPD in place. The rest of Pakistan established RPDs in 1957. The Good Conduct Prisoners Probational Release Act 1926 was effective in providing an opportunity for convicted prisoners who demonstrated good conduct for social reintegration through early conditional release, however its scope was limited in addressing the early conditional release of prisoners with short term sentences. The colonial government of British India tried to pass separate legislation on probation. In 1931, the All India Probation Bill was drafted and was circulated to all the provincial governments for their comments; however the Bill was not passed into law mainly due to 3 the political crisis in the country associated with the ongoing independence movement.
The Reclamation and Probation Department was extended to this province in full during 1965. Previously this Department was placed under the control of Commissioners, but later on during 1976 it as attached with Prisons Department and The Inspector General of Prisons NWFP was the Ex-Offices Director of Reclamation & Probation. In October 2005 the Government of NWFP established independent Directorate of Reclamation and Probation and Director Reclamation and probation were declared as Head of Attached Department.
In Pakistan the majority of the prisons are overcrowded, which contributes to the emerging issues of poor health and hygiene, high risk behavior (e.g. suicide, unprotected and forced sexual contact, drug misuse), and poor prison management leading to torture, riots and corruption. The lack of proper rehabilitation services also puts prisoners at a high risk of reoffending, particularly criminalizing first time offenders or those who have committed minor offences. According to the Human Rights Commission of Pakistan, about 64% of the total prison population is remand prisoners awaiting their court decision. An effective and efficient probation and parole system can play a vital role in community rehabilitation of offenders and reducing the prison population, which in turn contributes to better prison management and the overall improvement of prison conditions. To assess and promote the non-custodial measures of probation and parole, Penal Reform International conducted this review to study the present probation and parole system in Pakistan and formulate recommendations for its improvement.
The Reclamation and Probation Department has two main functionsand activities performing for the reformation of offenders:
1. Release on Probation.
2. Release on Parole.
RELEASE ON PROBATION:-
In probation the Courts are empowered of the Pakistan Probation to place certain offenders on Probation and to keep them under the supervision of Probation Officer of this Department for a period not less than one year and more than 3 years. The Reclamation & Probation Department saves the prisoners to be tainted with hardened criminals in Jails from further demoralization.
RELEASE ON PAROLE.
In parole the Executive i.e. Home & Secretary is empowered under section of the Good Conduct Prisons Probational Release Act 1926 to release eligible prisoners on parole.
The Good conduct Prisoners Probational Release Act 1926 provides for the release of Good conduct prisoners on conditions imposed by the Government. This is commonly known as conditional release on parole. This Act Provides for the release of chance offenders with good antecedents and prisons record with a view to remove them from the society of hardened criminals. They are kept engaged in suitable callings, trades and healthier environment during the unexpired portion of their term of imprisonment under the supervision of Parole officer of Reclamation and probation Department. The parolees are employed with approved employers of the Department on fixed wages and other terms and conditions.
PURPOSE OF THE STUDY:
- The primary purpose of the Internship and preparing this report is the convert the theoretical knowledge into practical knowledge.
- To understand how the organizations works in a system and achieve their objectives.
- The role of management and Administration is important in the organization in achieving their desired goals.
VISION AND MISSION OF THE DEPARTMENT
“Create peace and tranquility so that related departments and agencies can achieve the predetermined objectives efficiently and effectively and thus move towards a civilized and welfare society.”
OBJECTIVES
The Reclamation & Probation Department has a long history of pride and prominence as it has been throughout serving the desperate humanity for the cause of National peace and prosperity. It has undoubtedly played a vital role in maintaining law and order situation being one of the alarming challenges to the State and Society of the day.
The main objective behind this mission is:
- To kill the crime and not the criminal through re-socialization of offenders outside the walls of Jails.
- To bring down overcrowding in jails for the cause of saving huge capitol to the state being lavishly incurred on prisoners with no return.
ORGANIZATIONAL STRUCTURE
Release of prisoners on probation and parole is managed by provincial Directorates of Reclamation and Probation working as departments attached to the provincial Home Departments in Punjab, Sindh, Balochistan and Khyber Pakhtunkhwa. Each Provincial Directorate is headed by a Director of Reclamation and Probation (R&P) supported by Deputy Directors and Assistant Directors, probation and parole officers, office superintendents and other administrative and support staff. The overall mandate of the Directorates of Reclamation and Probation include: to 'kill the crime not the criminal', to reduce overcrowding in prisons, to cut down government expenditure on prisons, and to rehabilitate and re-integrate offenders as law-abiding citizens.
SECRETARY/DIRECTOR:
He or she is basically the head of the department who is answerable to the high authorities.
DEPUTY DIRECTOR:
Below the director there is deputy director who also got a major position in the department he is only answerable to the director in the organization.
ASSISTANT DIRECTOR:
The Assistant Director, Reclamation and Probation, may, at any time, after consultation with the Superintendent release of well or otherwise prepare a list of the prisoners, who are well behaved persons and release them as a parolees.
PAROLE OFFICER:
Parole Officer means an officer appointed by the Director, Reclamation and Probation, to assist the Assistant Director, Reclamation and Probation in the discharge of his duties under this act.
PROPATION OFFICER:
Probation officer is one who has to take one parole in his or her supervision to take look on him or her when they become free.
OFFICE SUPERINTENDENT:
Superintendent means the Superintendent of a prison in which any prisoner orprisoners to be released under the Act, or confined, or any other officer, specially authorized in this behalf by the Government.
OFFICE STAFF:
Other office staff includes assistants, personnel assistants, drivers, peons etc. They all work according to their duties log book. Every member of staff is assigned with his or her duty with the mention no of working hours in their log book.
Structure: Province-wise strength staff
Province / Director / Deputy Dir. / Asst Dir / Probation Officer / Parole Officer / TotalMale / Female / Male / Female
Punjab / 1 / 1 / 10 / 53 / 4 / 16 / 4 / 89
KPK / 1 / 1 / 0 / 21 / 7 / 2 / 0 / 32
Sindh / 1 / 0 / 2 / 15 / 1 / 14 / 0 / 33
Balochistan / 1 / 2 / 2 / 7 / 2 / 5 / 1 / 20
Total number of employees in KPK:
Director. B-18Deputy Director. B-17
Parole/Probation B-16
Officer
Probation Officer (F) B-16
Superintendent B-16
J/ Scale Steno- B-12
Assistant B-14
Senior Clerk B-09
Junior Clerk B-07
Driver B-04
Naib Qasid B-01
Chowkidar B-01
Sweeper B-01 / 1
1
23
7
1
2
3
3
26
2
32
2
1
Total Strength / 104
INTERNSHIP ACTIVITY PLAN
The department of reclamation and probation, KPK is present in Peshawar. The department has got a lot of importance because the policies they have made for the maintenance of peace and security can be an instrument of equity, social justice and constructive social change, protecting basic values, human rights, and democracy. The department has a great role in giving another life to prisoner and gives him or her chance to live freely with positive attitudes with their families.
I planned to work in the directorate of reclamation and probation KPK to experience the high quality services they provide that will create good effect on the environment and also giving new life to deserving prisoners.
The number of employees working in thisorganization:
Director.Assistant Director
Superintendent
Probation officer
Parole officer
Stenographer
Assistant
Senior Clerk
Junior Clerk
Driver
Naib Qasid
Chowkidar
Sweeper / 1
1
1
2
1
1
3
3
2
2
4
2
1
The services provided by the department are as follows:
- RELEASE OF GOOD CONDUCT PRISONERS
The prisoners who are well behaved and have good attitude they are released according to law, mostly helpful for the children less than 17 if are properly guided they can become good citizens.
- SUPERVISION OF PROBATION OFFICER
The prisoners released are not free but they have ordered to keep them under the supervision of Probation Officer of this Department for a period not less than one year and more than 3 years. Probation officer will supervise him or her and will look after his or her activities and also he or she has to make his attendance possible in mentioned time in the department.
- CHANCE TO EARN MONEY
The prisoner got chance to live in the society once again and able to continue his responsibilities. He has been provided with job to be able to earn money by themselves. They are kept engaged in suitable callings, trades and healthier environment during the unexpired portion of their term of imprisonment under the supervision of Parole officer of Reclamation and probation Department. The parolees are employed with approved employers of the Department on fixed wages and other terms and conditions.
- CRIME FREE SOCIETY
No one is born criminal it is the society or environment negligence that’s make the crimes ratio high so if someone is guided with positive attitude and lifestyle they can also spend normal crime free life.
- OVERLOADED PRISONS
With overloaded prisons there is poor prison management, dismal health hygiene conditions, torture and other exploitation, high risk behaviors, increased risk of criminalization/ extremism. So therefore the only way to reduce crown is to follow the reclamation and probation system.
DURATION OF INTERSHIPStarting Date of My internship: 2-05-2014
Ending Date of My internship: 28-06-2014
TRAINING PROGRAM
I did my internship in Directorate of reclamation and probation Khyber pakhtunkhwa. This internship started on 2nd of May and ended on 28th June.
First day, I met with the superintendent of the department Mr. Alam Zeb who gave me brief introduction about the management and working environment of the department. He introduced me to the other employees of that organization. There were males and females employees both. Female assistants and probation officers were also there in the department and they were very friendly.
Internship has given me the practical knowledge of management world by meeting and dealing with the different kinds of people every day, which has enhanced my confidence and experience. Communication skills played very important role in my learning process. If someone has power of communication then he or she can handle any kind of task dealing with people convincing them for what you want to achieve. As my specialty is management so I have learnt that how work is done in the office environment with senior and junior staff. How all the tasks are managed by the employees.
As a student it was the first chance for me to study and observe the behavior of the employees in an organization, their dealing with the people and parolees and relationship between probations officers and parolees. I matched it with the course of Organizational Behavior.
The department where I did my internship was so sensitive because it involves the prisoners. But the prisoners who were chosen as parolees are just because of their good behavior in prisons and they have given chance to be back in their lives with positive attitude. Each parole is given in the supervision of one probation officer whose responsibility is to counsel the parole and have a keen look on him.
I have learnt a lot in the office environment all employees were very supportive and ready to share what their work or job is. There was a director who is responsible for all the activities of department. He was the head of the department andhas to answer the high authority for any failure.
I can say that internship was basically the practical implementation of the entire theoretical course which I studied during my courses of MBA.
DUTIES:
I was assigned the tasks by my supervisor on daily basis there was no specific work that was done by me. Depending on the activities my duty was according to that. Some of the duties performed by me were:
- MAINTENANCE OF THE DIFFERENT TYPES OF FILES
The files were mostly of account section, billing (stationary, printer pages etc), daily expenditure, and files belong to parolees and their history. Also I made the records of number of absentees made by each employee.
- COMPUTER WORK MOSTLY DATA ENTRY AND RETRIEVAL
Data belong to each employee and their record, also MS office was used for composing applications and other notices that were printed then, important emails to other departments through internet. I also made presentation slides about organization for the assistant director so that he could present it in front of high authorities. By the guidance of supervisor I also replied to important emails through internet.
- MAKING LIST OF COMPLAINTS
Sometimes my duty was to make list of complaints in a proper way so that it could be shown to the assistant director of the organization. The complaint cell was checked regularly in a weak. Mostly the complaints were by the employees of the organization.
- KEEPING THE RECORD OF OTHER ASSETS
I also helped the superintendent in making the records of assets in the organization and their expenditures. List of other requirements including chairs, tables, stationary, fans etc. After approved by the assistant directors the funds for these requirements are provided.
- MAKING SCHEDULE OF ACTIVITIES
Sometimes I was also asked to make the list of weekly schedule of activities on the basis of official notifications according to the date and time like meetings, field surveys, prisons surveys and their reports according to judgment.
- TO LEARN HOW TO MANAGE THE WORK AND DUTIES
Mostly the duties assigned to lower staff by the supervisor and I learnt that how he convinced them in case of any objection.
- TO LEARN ABOUT CONFLICT MANAGEMENT
Different people works in one organization then it is impossible that there is no conflict arises. The important thing is how to manage it and how will you deal with it. I have learned that how will you behave in such cases and how can you deal it with patience.Important factor to avoid conflict between employees or staff is to distribute duties in them equally so that no one can make any objection