Administration of Youth Justice Conferencing Procedure DOCUMENT DETAILS Version: 1.1 Policy Reference: Youth Justice Conferencing Policy Maintained by: Operations Unit Status: Approved Version Date: 15 August 2017 Ensure that this document is the latest version to use Audience The Administration of Youth Justice Conferencing Procedure applies to all business covering the preparation, planning, development, and monitoring of Outcome Plans in accordance with the legislative and operational requirements of the Young Offenders Act 1997 and Youth Justice Conferencing Policy. This procedure relates to: • Area Managers • Assistant Managers • Caseworkers • Convenors • Administrative Assistants. When to use this procedure Use this procedure when preparing, participating and implementing the sequence of Youth Justice Conferencing workload activities incorporated in the administration of the conference process from point of referral to exit of process Administration of Youth Justice Conferencing Procedure Date of effect:15 August 2017 Page 1 of 21
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Administration of Youth Justice Conferencing Procedure · • Administrative Assistants. When to use this procedure . Use this procedure when preparing, participating and implementing
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Administration of Youth Justice Conferencing Procedure
DOCUMENT DETAILS Version: 1.1 Policy Reference: Youth Justice Conferencing Policy Maintained by: Operations Unit Status: Approved Version Date: 15 August 2017 Ensure that this document is the latest version to use
Audience
The Administration of Youth Justice Conferencing Procedure applies to all business
covering the preparation, planning, development, and monitoring of Outcome Plans in
accordance with the legislative and operational requirements of the Young Offenders
Act 1997 and Youth Justice Conferencing Policy.
This procedure relates to:
• Area Managers
• Assistant Managers
• Caseworkers
• Convenors
• Administrative Assistants.
When to use this procedure
Use this procedure when preparing, participating and implementing the sequence of
Youth Justice Conferencing workload activities incorporated in the administration of
the conference process from point of referral to exit of process
Administration of Youth Justice Conferencing Procedure Date of effect:15 August 2017 Page 1 of 21
Process Map 1 Administration of YJC Conference Procedure:
Procedural Steps 2Step Task Responsibility
1 Receipt of referral
Receipt of new Youth Justice Conferencing (YJC) referral via
Client Information Management System (CIMS) interface or other
source of correspondence.
Forward referrals that are outside your geographic boundary to
the respective Juvenile Justice Community Offices covering the
young person’s address.
Complete Court /Police Referral checklists.
Administrative
Assistant
1. Receipt of
Referral (Administrative
Assistant)
2. Make determination &
allocate case (Assistant Manager)
3. Administration actions
(Administrative Assistant)
4. Conference preparation (Convenor)
5. Administration actions
(Administrative Assistant)
6. Preconference briefing meeting
(Assistant Manager)
7. Facilitation & development of outcome plan
(Convenor)
8. Administration actions
(Administrative Assistant)
9. Post conference review meeting
(Assistant Manager)
10. Administration actions
(Administrative Assistant)
11. Allocate outcome plan for case coordination
(Assistant Manager)
12. Case coordination / monitoring of outcome plan (Caseworker)
13. Review , feedback & endorse
outcome (Assistant Manager)
14. Notification of completion/non completion of outcome plan (Caseworker)
15. Review & endorse action
(Assistant Manager)
16. Administration actions
(Administrative Assistant)
Administration of Youth Justice Conferencing Procedure Date of effect:15 August 2017 Page 2 of 21
Clarify and confirm all information has been received and is
correct. If not, follow up by obtaining all necessary information
from the referral source via email/telephone.
Create referral on CIMS and complete the prescribed fields.
Note that some of the fields will be automatically generated on
CIMS for court referred matters.
Record date of receipt of referral under YJC Referral details and
actions taken in young person’s YJC case note – CIMS.
Note: Adhere to file or file part creation rules. If a young person is
unknown a new client file is created. However, if a young person
has a previous YJC CIMS record a new file part is opened and
existing details checked against the referral.
Submit referral to the Assistant Manager for determination.
Note: The timeframe to complete this step of the process should
not exceed two days. If so, notify the Assistant Manager and
record reasons for the delay in young person’s YJC case note.
2 Make determination and allocate case
Assess YJC referral against the legislative eligibility and suitability
criteria. Determinations based on suitability and eligibility include:
• admission of offence
• legal advice obtained
• whether a police referral matter should be dealt with by
way of a caution or to progress to criminal proceedings.
Contact should be made via telephone/email/Forms 3A or
3B - CIMS to discuss matter and action accordingly
• whether Doli Incapax has been addressed with the police
referral matter (where applicable)
• where an agreement cannot be reached following
Assistant
Manager
Administration of Youth Justice Conferencing Procedure Date of effect:15 August 2017 Page 3 of 21
consultation with the Youth Liaison Officer
(YLO)/Specialist Youth Officer (SYO) on how a referral
should be dealt with, prepare and send referral to
Department of Public Prosecutions (DPP) for
determination (Form 2 – CIMS) of a decision. The DPP
must notify the Assistant Manager of their determination
under section 41 (4) in writing within 14 days.
Other considerations may include:
• whether a joint conference should be held when a referral
identifies multiple names of co-offenders
• making a cross referral decision to canvass the services of
another Juvenile Justice Community Office to assist in the
facilitation of a YJC conference (e.g. young person is
placed in a residential placement/ detention centre away
from the known address, or the young person and victim
are geographically distant)
• to confirm place of abode (if necessary) to proceed with a
conference.
Make a determination to proceed.
Assess convenors’ current workload, availability and responsivity
considerations to equip young person’s needs (e.g. gender,
culture, disability).
Contact the prospective convenor via telephone and discuss
referred case. Following discussion, assign YJC referral to
convenor.
Complete Form 9A Checklist and ensure that a list of all people
associated with the conference referral (e.g. Fire Rescue NSW
representative, custodial manager, current Juvenile Justice
caseworker) is listed in the Additional Referral Information section
of the document.
Administration of Youth Justice Conferencing Procedure Date of effect:15 August 2017 Page 4 of 21
Note: Discussion should include whether the YLS/CMI-SV tool is
required and it must be completed and emailed to the Assistant
Manager within 48 hours after initial meeting with the young
person.
Update YJC Referral details on CIMS which includes:
• date of determination
• convenor details
• date allocated.
Record actions taken on young person’s case note - CIMS.
Return client’s file to the Administrative Assistant for letter
creation of conference notifications (letters) to identified
conference participants.
Note: Administrative requirements to be completed within two
days of receiving the conference referral. It is recognised that
there may be situations where this may not be possible and it is
essential to case note the circumstances surrounding the delay of