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While the detailed process varies depending on the type of NPM institution, the reporting process is a collective and inclusive effort, before, during and after the visit that may include the following steps: 

 

  • A standard visit format is developed and agreed upon within the NPM; 

  • Before the visit, a draft report outline is prepared and agreed upon by the visiting team, based on the objectives and type of visit. This outline serves as a basis to divide tasks and responsibilities, and for note taking during the visit, among the members of the visiting team.  

  • After the visit, the visiting team leader will usually collate the notes of all visiting team members and from the final talk with the head of the visited institution and then propose a first draft of the visit report, including any potential recommendations; 

  • All members of the visiting team are given the opportunity to review this first draft, and to comment on it if relevant. In cases where the visit involved external experts- or in the case of “Ombudsman plus” NPM models, partner NGOs- external members of the visiting team should be given the same opportunity to be consulted as the NPM; 

  • The visiting team leader finalizes the draft visit report; 

  • The draft visit report is sent for approval to the Head of the NPM and/or to the head of the institution (in case of NPMs as NHRIs). 

 

Some NPMs have internal rules, such that they send their reports for internal review and edits by staff who have not taken part in the visit, including, for example, by legal advisers, data and statistics analysts, and researchers. 

 

Finally, a good practice implemented by some NPMs is to send their final draft visit report to the head of the visited places for factual checks and reviews. This avoids factual mistakes and inaccuracies while at the same time allowing the authorities to have a first look at the content. The visit report is finalized after this factual check by authorities, with the final decision about what to include always being taken by the NPM. 

NPM Category
Activities
NPM Topic
Visit reports