Observer Attendance at Parole Hearings

Applying to Attend a Parole Hearing

Individuals who wish to attend a hearing must submit an Observer Application to Attend a Parole Hearing form to the office of the Chair of the Board a minimum of 15 working days prior to the hearing. This form may be accessed in PDF format by way of the link above. If you are not able to access this form electronically you may contact the Board at (416) 325-4480 to have an application sent to you.

An individual who has been given permission to attend a hearing as an observer may not participate in the hearing in any way.

Observers will not be permitted to bring cameras, tape recorders, cell phones, palm pilots or any other personal electronic device into the institution. Observers will be allowed to take notes during the hearing. Observers must agree to comply with all conditions established at the time of the hearing by Board members.

All observers must arrange to go to the institution where the parole hearing will take place to sign consent for a CPIC check.

The superintendent of the institution will arrange to conduct a CPIC check as part of the security clearance for the institution. Any individual not arranging to have their security clearance determined or refusing to have a CPIC done will be denied security clearance. Any costs associated with conducting a CPIC check must be paid in advance of the check by the observer requesting permission to attend the hearing.

Persons under the age of 18 will not be allowed to attend as observers. This is due to the nature of the subject matter commonly discussed at hearings.

Authorization to Attend a Hearing

The Ontario Parole and Earned Release Board may approve or deny a person's application to attend as an observer, taking into consideration the:

• views of any victims that have been permitted to attend;
• need to preserve the confidentiality of information provided at the hearing and of the sources of that information;
• fact that there is sufficient time before the hearing to obtain security clearance;
• hearing room has adequate space for the person to attend;
• security of the correctional institution or the personal safety of any person, including the person who applied to attend, may be compromised by the person's attendance at the hearing.

A denial of authorization to attend a hearing is not appealable.

The number of observers allowed to attend a hearing will be based upon the size of the hearing room and the security concerns of the institution. Approval to attend will be granted in chronological order of application, with the victim and inmate assistants being given priority. Should a victim apply to attend after an observer they shall be given priority and if necessary the observer will be contacted to inform them that permission to attend has been revoked and the reasons for the decision.

Purpose of a Parole Hearing

The purpose of the hearing is to assist Board members in assessment of risk by obtaining information directly from the offender and other participants. At the hearing, the offender's case is reviewed with the offender and any other participants. Once the Board members have come to a decision as to whether to grant or deny parole the offender is informed of the decision and the reasons for the decision.

Entering an Institution

Parole hearings are usually held in a correctional institution. This means that strict security rules are necessary and space is limited. When arriving at the institution you must:

• provide two pieces of Identification including one piece of photo identification and one piece of identification confirming your current address;
• complete the Visitor Registry;
• follow all institutional rules - for example, cameras, tape recorders, cell phones, palm pilots or any other personal electronic device are not permitted into the institution;
• consent to a security check utilizing metal detectors, x-ray equipment and visual inspection of purses, bags and packages;
• any observer who does not consent to the security procedure will not be admitted into the institution.

About the Hearing

Several individuals may be involved in a parole hearing.

• Board members - In most cases, two board members will conduct hearings but in some cases three members may be present
• The Offender
• The Offender's assistant, such as a family member, lawyer, interpreter, friend
• Victims
• Other Board Staff

Observers may not participate in the hearing in any way.

What Happens at a Hearing

A hearing is a proceeding but it is not a trial.

• The offender, Board members and any other participants will already be in the room when you enter.
• The Board members or a Board Case Officer will review certain preliminary matters prior to the interview commencing.
• The board records all Board Hearings.
• The Board members will review the facts of the case with the offender.
• Victims may make a submission to the board members.
• The offender will be interviewed by the board members
• All participants and observers will be asked to leave the room while the board members deliberate.
• Once board members have reached a decision, all participants will be asked to return to the room to hear the Boards decision and reasons.

Information you should know:

Hearings may be postponed or cancelled without warning;

• Due to the size of some hearing rooms, you may be in close proximity to the offender
• You may be asked to leave the hearing if it is determined that your presence affects the hearing process. In such cases you will be escorted back to the visiting area of the institution.
• You will be asked to leave the hearing while confidential information is being discussed.
• You will not be allowed in the hearing room once a hearing has begun
• The length of parole hearings varies from case to case.
• Observers are responsible for making their own arrangements and covering the costs of attending a parole hearing.
• If the hearing extends into the lunch period, no food or cafeteria will be available.