5. ACTIVITIES FOLLOWING VISIT TO THE INSTITUTION 5.1. LETTER TO THE INSTITUTION AFTER THE VISIT Following the visit, a courteous thank-you letter is sent to the institution (five days after the visit the latest) If necessary, additional information, clarification or documentation is required in the letter. The letter is delivered to the institution by the visiting group leader with technical support of the administrative secretary. 5.2. GROUP MEETING, EXCHANGE OF INFORMATION AND AGREEMENT ON DRAFTING OF REPORT Meeting of all member of the visiting group takes place. The meeting is managed by the visiting group leader. During meeting impressions are exchanged and major problems or positive aspects in the institution detected. Comparison of observations with previous reports findings is made. The concept of report is determined. Areas of the report are identified and drafting of sections of report assigned to subgroups for specific areas. The deadline for drafting of sections of report by subgroups is determined as well as the deadline for drafting of the complete report. The meeting is presided by the visiting group leader with technical assistance of the administrative secretary. 5.3. DRAFTING OF SECTIONS OF REPORT AND COMPILATION OF THE FULL REPORT Subgroups for specific areas draft their sections of report. Managed by its leader, the visiting group drafts the complete report. Filled-in questionnaires, obtained copies of documentation and notes of the visiting team members represent the foundation for drafting of the report. The reports have elements and structure determined in advance: 1. Basic facts about the visit (time, type of visit, team members, interlocutors...), 2. Relevant information about the institution that the visiting team obtained prior to visit (existing reports about the situation in institution), 3. Basic facts about the institution (type of institution, capacity, its description...), 4. Team activities implemented in the course of monitoring process (acts that the visiting team conducted in order to become aware of the situation in institution), 5. Identified factual situation in certain areas (facts that the visiting team identified as indisputable that relate to the position of persons deprived of liberty in the institution, e.g.: living conditions, health care, nutrition, hygiene; classification, categorization; treatment, work, education; correspondence, telephone calls, visits, parcels; special rights, application of coercive and special measures, disciplinary procedures and measures; complaints and actions taken upon complaints and grievances, provision of legal aid; position of juveniles, women, minorities and LGBT persons, religious rights, post-release assistance, internal controls and visits of external subjects; transfers, suspension of sentence; disciplinary procedures against the personnel; internal oversight over the work; attitude towards the Protector of Citizens...) 6. Identified irregularities in the work of institution (identified developments that are not in accordance with the regulations and standards in force), 7. Indication to relevant provisions of domestic and international regulations and standards related to the perceived developments of work irregularities 8. Recommendation of measures for elimination of noted irregularities in work and period of time for procedure i.e. for elimination of irregularities 9. General conclusion about the situation in institution Report drafting is technically assisted by the administrative secretary. 5.4. DELIVERY OF REPORT TO THE VISITED INSTITUTION AND TO THE PROTECTOR OF CITIZENS The report signed by the visiting group leader is delivered to the Protector of Citizens. The report is delivered by the coordinator with technical support of the administrative secretary. Together with the report, possible detached observations of certain members of the visiting group are also submitted to the Protector of Citizens.