This procedure outlines the tasks to undertake when closing a supervised youth justice court order.


When to use this procedure

When a young person's court order has expired, their case must be reviewed and closed.


What else you need to know


Practice context and legislation

  • Youth justice case management is a time-limited intervention determined by the length of a young person's statutory order. It is important that as the end of a young person's order approaches, they are supported to maximise their opportunities and feel ready and prepared to leave.
  • The allocated youth justice worker must plan for the post-order period, and arrange any ongoing supports, referrals or appointments to services and/or professionals the young person will need.
  • Youth justice aims for the young person to successfully complete their order and disengage:
    • without reoffending
    • having addressed some, or all, of the causes of their offending behaviour identified in the client service planning goals
    • having addressed issues about their individual needs as identified in the client service planning and Victorian Offender Needs Indicator for Youth (VONIY) processes
    • having identified ongoing support networks
    • having fulfilled any special conditions imposed on the order.
  • The expiry date of a statutory order denotes the formal end of the youth justice program's involvement with the young person.
  • Use the five basic principles of diversion, rehabilitation, connection, accountability and community safety to ensure young people have the best chance of success while on a statutory order

Roles and key tasks

Case manager

  • Ensure that CRIS is up to date, with all file notes and reports completed.
  • Complete a Courtlink check to ensure there are no outstanding criminal matters.
  • Complete a condensed client assessment by preparing the 'Assessment summary / development of plan' section of the 'End order assessment' on CRIS.
  • Run closure check.
  • Complete a youth justice caseworker file audit.

Team leader / team manager

  • Endorse condensed client assessment.
  • Check and endorse the youth justice caseworker file audit when all required tasks are completed.
  • Complete youth justice team leader CRIS file audit.
  • Conduct the CRIS closure check and close the order on CRIS after all checks have been completed.

The procedure in detail

Case closure process

To ensure that the closure stage of service delivery is positive, youth justice should:

  • ensure linkages with external agencies and support services are continued when the statutory order ends
  • recognise the young person's achievement in completing the court order and give them the opportunity to reflect on the purpose of the order and their progress
  • make sure the young person knows where they can go if in crisis
  • unless there are pending court matters within the coming six weeks, complete the 'Assessment summary / development of plan' section of the 'End order assessment' on CRIS
  • ensure the young person's paper file and Client Relationship Information System (CRIS) file is complete and in good order by completing the case closure file audit.

Courtlink check

Contact the children's and magistrates' court registrars to check that the young person has no outstanding court appearances listed which may breach their current order.

Make contact with court advice workers who can assist with this process.

Emergency contact list

Provide the young person with a personalised exit card that lists emergency contact numbers as well as the contact details of the services and/or professionals the young person is linked in with.

Voluntary contact

In exceptional cases, team leaders may consider it is in the young person's best interest to maintain a degree of contact with youth justice for a period up to three months after the end of the order.

This decision must be endorsed by the team leader after consultation with the youth justice case manager.

Voluntary contact is used when there is a purpose and a plan to help the young person achieve a certain goal, finalise linkages with a service or as a means to provide transitional support.

Voluntary contact can also be arranged when there are outstanding court matters and a high likelihood that the young person will receive a further youth justice order.

Case closure meeting

Case closure meetings can be used as part of the exit plan.

The purpose of a closure meeting is to:

  • discuss the young person's progress and achievements during the order
  • ensure ongoing supports are in place if required
  • check client service plan goals and ensure associated operational tasks have been met
  • conclude casework actions and tasks.

Invite the young person, team leader and representatives from agencies and other professionals who have had a significant role during the young person's order.

If possible, invite the young person's family members or significant others.

Closure meetings can be beneficial for young people who needed high or intensive support throughout their order, or for a young person who has ongoing multiple or complex needs.

Case closure letter

When the young person's community based order ends, advise them by letter.

In the letter include the following information:

  • congratulate the young person on completing their order
  • reiterate any ongoing referrals or appointments to services and/or professionals arranged as part of case closure
  • provide any significant information or contact details relating to any risk that could reoccur
  • invite the young person to contact youth justice if they require support or assistance in the future.

Closure report

Complete a condensed client assessment by preparing the 'Assessment summary / development of plan' section of the 'End order assessment' on CRIS.

Update information relevant to the young person's situation at the time of closure in this assessment.

Include reference to client service planning goals achieved.

Completing records

Update all records on Client Relationship Information System (CRIS) to reflect current information on closure.

Ensure the young person's paper file is up to date and contains all relevant documents.

Complete case closure file audit as per guidelines.

Exercise discretion as to whether the young person is likely to receive another order in the near future before archiving paper files

CRIS administrative tasks

The team leader:

  • conducts the CRIS closure check
  • close the order on CRIS after all checks have been completed.

Additional information