Prison, secure unit or young offender institution managers

This advice is for Ministry of Justice and detention establishments, including prisons, probation units, secure units, immigration centres and young offender institutions.

Additional information about the census for any Ministry of Justice establishments has already been sent through the Prisons Service Instructions. This should be published on the services intranet.

Who to count as residents

All these are counted as residents and need to complete the Individual questions:

  • people staying here who have been sentenced to 12 months or more
  • people who have been convicted and are awaiting sentencing
  • UK residents who have no usual residence elsewhere or live alone
  • non-UK residents who live or plan to stay in the UK for three months or more and have no other permanent UK address

Who to count as visitors

People from the UK

For the purpose of the census, someone from the UK should be counted as a visitor if they will be counted on the household form at their usual address and are either:

  • sentenced to less than 12 months, or
  • on remand

They will be counted as visitors on the form for this establishment and should not be provided with an individual form to complete here.

They should be included on the form at their home address if anyone else is staying there.

People from outside the UK

If someone is in the UK for less than three months, they will be counted as a visitor at this establishment.

Important information:

What you need to do

You should have received a resident pack that contains:

  • individual paper forms for each resident
  • a pre-paid envelope to return the form
  • information about privacy

Please distribute a resident pack to each resident. Try to make sure individual forms are completed on behalf of any resident who can’t do it for themselves. You can download a listing form to help you track the distribution of resident packs.

Supporting your residents

All usual residents should complete the Individual questions. Some may find it difficult to fill in a form independently. If so, try to get a family member or friend to help, if allowed.

You're responsible for the safe and secure storage of the completed questionnaires, in line with GDPR and the Data Protection Act 2018, until they're posted back. You must post them back as soon as possible.

What is GDPR and the Data Protection Act 2018?

The General Data Protection Regulation and the Data Protection Act 2018 are the laws that control how organisations in the UK collect and process personal information.