The process of an inspection
The Inspections Division of the Parliamentary Ombudsman's office plans for one year at a time the inspections which are to be carried out. Usually, there are approximately 25 inspections per year.
Notice of coming inspections is given four to six weeks in advance to the institution in question. On rare occasions an inspection will take place without any notice.
The institution is briefed on the background for the inspection which is typically just part of the systematic inspection activities and not motivated by any specific reason. A draft program for the inspection is presented and the institution is asked to send various documents about the institution to the Inspections Division. The institution will also receive notices for the inmates, residents or patients about the possibility of having an interview during the inspection with members of the Inspections Division about own conditions.
As a main rule, the inspection is carried out by the head of inspections and 2-3 associates. Some inspections are carried out by the Ombudsman himself or by the Director General.
Of course, the course of the inspection is dependent on the type of institution that is being inspected. However, a typical inspection will be concerned with the following three main points:
- Inspection of the physical framework, meaning the individual rooms, communal areas, workshops, educational facilities, leisure time facilities, outdoor areas, etc. In this connection the standard and upkeep of e.g. furnishings is investigated, among other things.
- Clarification of some standard questions of which the institution has been informed in advance (a check list) - e.g. the conditions in the institution regarding work, leisure time, education, community, but also more specific conditions concerning this type of institution.
- A legal investigation. At the start of the inspection the institution is asked to hand over report material for a specific period prior to the inspection notice. This may be e.g. reports on the use of force, placement in secure cells, placement in observation cells, disciplinary matters, etc. The report material is received for perusal on the same day.
In addition to interviews with those who have requested this, there will be meetings with the institution's management, works council and representatives for the inmates / residents / patients on general issues.
The inspection it self, which may stretch over one or two days, is concluded by an interview with the management during which those questions which have been raised by the representatives and individuals are discussed and maybe solved immediately. In addition, a preliminary evaluation is given of some of the main issues uncovered by the inspection.
Shortly after the inspection those who have had an interview and the representatives for the inmates and others will receive answers to those questions which they have raised. Some of those questions will figure in the preparation of the inspection report.
Following the inspection an interim inspection report will initially be prepared and sent to the institution and any relevant higher authority for any comments they may have. Subsequently, a final report is prepared and published and also sent to the inmates, residents or patients. The report will typically contain a number of points of criticism and recommendations that specific problem areas be set to rights.
Inspections of the accessibility for the disabled, etc. to public buildings run a somewhat different course. A wheelchair-user participates during these inspections in order to demonstrate real problems with, among other things, accessibility.
Through, i.a., follow-up reports, the Parliamentary Ombudsman monitors systematically whether or not the criticism and the recommendations are followed.
The Danish parliament's Legal Affairs Committee is briefed regularly on the inspection reports.