This procedure relates to young people transferring between divisions or areas within Victoria
When to use this procedure
When providing case management to a young person who will be moving between divisions or areas within Victoria.
What else you need to know
Practice context and legislation
- Youth justice provides supervision and case management to young people regardless of where they are living or their accommodation status.
- When a young person moves their residence from one division or area’s geographical boundaries to another, arrangements must be made to ensure continuity of youth justice service provision.
- Courtesy supervision is where the receiving division/area supervises the young person’s reporting and special conditions of their court or parole order. It is a temporary arrangement and case management responsibility remains with the division of origin for a negotiated period of up to six weeks.
- Case transfer is the process where case management responsibility is formally transferred from one division/area to another including all casework, client service planning, administrative and financial responsibilities.
- Continuity of youth justice services to the young person is of paramount importance and courtesy supervision involves collaboration between the division/area to provide the required service to the young person during their transition. Courtesy supervision often precedes formal case transfer.
Roles and key tasks
- Case manager – area of origin
- Case manager – receiving area
- Team leader / team manager – area of origin
- Team leader / team manager – receiving area
- Assistant Director / Manager Individual and Family Support
- Youth Justice Senior Practice Advisor
Case manager – area of origin
- Consult with team leader about appropriateness of transfer to another area or division.
- Liaise with young person, family and care team regarding transfer, and coordinate a handover meeting.
- Share information and consult with receiving area.
- Maintain case management responsibility and make case management decisions until formal transfer occurs.
Case manager – receiving area
- Provide day-to-day administration of order.
- Provide supervision to young person.
- Maintain records on CRIS.
- Actively communicate and consult with area of origin.
Team leader / team manager – area of origin
- Consult with case manager regarding appropriateness of transfer.
- Contact appropriate receiving area/division to request courtesy supervision.
- Consult with the case manager.
- Endorse assessments, client service plans and court reports.
- Issue warnings and authorise breach action where appropriate.
- Discuss arrangements for formal transfer where appropriate.
Team leader / team manager – receiving area
- Consult with area of origin regarding appropriateness of transfer.
- Allocate case for provision of courtesy supervision.
- Be available to case manager for consultation.
- Discuss appropriateness of formal transfer of case.
Assistant Director / Manager Individual and Family Support
- Resolve disputes between areas regarding acceptance of transfer.
- Provide oversight, direction and monitoring of the area youth justice service.
- Provide case consultation regarding young people exhibiting high-risk behaviours.
Youth Justice Senior Practice Advisor
- Provide case consultation for court recommendations, breaches and particularly for high risk young people. This should occur subject to local area agreements between Assistant Director / Manager Individual Family Support manager and the Senior Practice Advisor.
The procedure in detail
- Reason for case transfer
- Cross-divisional consultation
- Collaborative planning
- Discuss transfer arrangements with young person
- Courtesy supervision
- Responsibilities during courtesy supervision
- Warning process during courtesy supervision
- Pending breach, variation or revocation proceedings at time of case transfer
- Accommodation arrangements
- Formal transfer without courtesy supervision
- Formal case transfer
- Transfer of a young person on a youth attendance order
- Release planning for parole
- Exit planning for remissions
- Dispute resolution
- Young person moving into another area/division but not transferred
- Area/divisional boundary considerations
- If young person is subject to a dual order with child protection or disability services
‘Area/division of origin’ refers to the youth justice area/division whose catchment area the young person is relocating from.
‘Receiving area/division’ refers to the youth justice area/division within whose catchment area the young person is relocating to.
Reason for case transfer
The youth justice worker informs the team leader of the grounds for consideration of case transfer to another area/division.
The youth justice worker and team leader discuss case details to determine whether supervision of the client should be transferred to another area/division.
The team leader from the area/division of origin consults with a team leader from the receiving area/division to discuss the grounds for the case transfer.
All divisions have a nominated position with responsibility for coordination of all transfers in and out of the area/division.
In early stages of case transfer planning, it may be appropriate to discuss with the proposed receiving area/division the resources and supports the young person will need if they transfer area/divisions.
A youth justice worker from the receiving area/division may be allocated to assist the planning process.
This is particularly useful where a young person is in custody and planning to move residence upon release from custody.
Unless otherwise negotiated, the area/division of origin maintains responsibility for initiating all referrals related to the young person’s general support needs or special conditions of the order.
Discuss transfer arrangements with young person
It is expected that communication will occur with the young person and their family (if appropriate) throughout the transfer process.
When setting the transfer date, the youth justice worker from the area/division of origin will:
- tell the young person and, if appropriate, family of the formal transfer
- tell other professionals, services and agencies involved with the young person
- organise a handover meeting with the family and wherever possible, with representatives from both areas/divisions (unless this has already occurred as part of courtesy supervision).
Courtesy supervision is a temporary arrangement where the receiving area/division assists with casework tasks such as supervision.
It is best practice for the receiving division to agree to accept an informal transfer for courtesy supervision immediately.
If the young person remains in the receiving area/division for up to six weeks, the divisions then further consult to determine arrangements for a formal case transfer.
Where the young person is transient, courtesy supervision can be an effective interim measure.
It provides consistency of youth justice service provision while stable accommodation is established.
Responsibilities during courtesy supervision
The area/division of origin is responsible for:
- overall case management
- CRIS reports
- client assessment and planning (CAP)
- court or parole reports
- financial requirements
- weekly contact with the receiving area/division
- providing advice about any special conditions of the order
- initial introduction of young person, family and supports to the receiving areas/divisions youth justice worker.
The receiving area/division is responsible for:
- scheduling and supervising the young person’s youth justice appointments (including CHART other activities as identified or set out in the CAP)
- case noting on CRIS attendance at supervision appointments and other contacts or communication with the young person, family or supports
- proactively keeping the area/division of origin informed of young person’s progress and any concerns relating to attendance or behaviour.
Warning process during courtesy supervision
If a young person fails to comply with the core and/or special conditions of their order, it is the responsibility of the receiving area/division to implement the warning process in consultation with the area/division of origin.
Formal case transfer should not be undertaken when the expiry of a young person’s order is imminent, for example, within four weeks of expiry of the order.
When courtesy supervision commences just prior to the expiry of the order secondary consultation is particularly important to ensure the young person is well supported upon expiry of their order.
Pending breach, variation or revocation proceedings at time of case transfer
If an application for a breach, variation or revocation of the order is being considered, clarify before transfer which area/division will complete the breach paperwork and report.
An assessment about the appropriateness of the young person’s accommodation should be made prior to accepting and formalising the case transfer.
If the young person is in temporary accommodation such as a refuge or emergency housing, in most cases formal transfer of case responsibility should not occur until the young person moves into more permanent accommodation.
This can be negotiated, however, according to the young person’s circumstances.
Formal transfer without courtesy supervision
It is appropriate to formally transfer a young person without a period of courtesy supervision where it is unlikely that the young person will return to the area/division of origin.
For example, where a move is planned, a young person has stable family accommodation and the young person moves with the family to another area/division.
Formal case transfer
If there is agreement that grounds exist for a transfer, the area/division of origin will:
- ensure all records are updated
- complete CRIS file audits
- complete a handover check in CRIS
- record all transfer details on CRIS
- ensure the receiving area/division is fully aware of all details relating to the young person’s situation, including any special conditions attached to the order
- send the paper file across to the new area/division, using TRIM, when the transfer is finalised.
When the case transfer details are complete, the area/division of origin advises the receiving area/division.
The team leader from the receiving area/division accepts the transfer on CRIS within five working days of receiving the transfer details.
A date for the receiving area/division to assume responsibility is agreed upon.
If not already allocated, the receiving area/division team leader assigns the case within five working days of the case transfer date.
Transfer of a young person on a youth attendance order
The community work component of a youth attendance order requires that the receiving area/division undertake the following tasks:
- In negotiation with the area/division of origin, arrange for suitable or comparable community service or other activities as directed.
- On transfer, ensure a minimum of delay in assigning the young person to a worker to supervise community service or other activities.
- Organise for the young person to sign a revised ‘Notice of required attendance at a youth justice unit’ that reflects the new area/division’s details.
Release planning for parole
It is the responsibility of custodial staff to notify the young person’s allocated area/divisional worker when the young person is planning to relocate to a different area/division on release.
It is the area/divisional worker’s responsibility to discuss area/divisional transfer with the young person as part of the exit planning process.
Secondary consultation with the receiving area/division is required to identify appropriate accommodation, programs and supports for release planning.
A worker from the receiving area/division will usually be allocated to assist with release planning and to develop a rapport with the young person.
Case management responsibility will usually remain with the area/division of origin and the six-week courtesy supervision period commences on the young person’s release from custody.
Exit planning for remissions
If a young person in custody is eligible for remissions and indicates an intention to relocate upon release from custody, considerations include:
- length of time left on sentence
- whether there is an established relationship with the current case managing area/division
- the voluntary nature of the relationship with area/divisional youth justice, post release.
Further details regarding exit planning are available in the ‘Young people exiting custody on remissions’ procedure.
If there are concerns about any aspect of area/divisional transfers (including during the courtesy period), or dispute about specific responsibilities or declined transfers, team leaders from each area/division will discuss these concerns and attempt to gain agreement.
If team leaders are unable to agree on the decision to transfer the case, the team leader from the area/division of origin consults with the YJSPA.
If the area/division of origin team leader and YJSPA still consider that there are grounds for the case transfer, communication between the areas’ respective Assistant Directors / Managers Individual and Family Support will occur to reach a resolution.
Young person moving into another area/division but not transferred
Occasionally a young person will move to another area/division, but it is more appropriate for the area/division of origin to maintain both supervision and case management.
Reasons may include continuity of relationships and involvement of other programs or services such as child protection or mental health.
The area/division of origin must inform the area/division where the young person will be residing that the young person is living in their area/division.
The area/division of origin team leader informs the receiving area/division by contacting the case transfer coordinator for the receiving area/division.
Area/divisional boundary considerations
If a new young person lives close to an area/divisional boundary, it may be appropriate for team leaders to discuss the most appropriate area/division to case manage the young person.
- young person’s reasons for preferring to access the other area/divisional youth justice office
- public transport (for example, train lines)
- location of existing links/supports such as employment
- ease of access for the young person to the youth justice office.
If young person is subject to a dual order with child protection or disability services
If a young person is also subject to a dual order, consultation should occur with the young person’s child protection worker or disability services worker in relation to the transfer of the order.
Consider whether child protection or disability services are also seeking an area/divisional transfer, and the issues that have informed their decision.
Each program area may have different reasons, processes and timelines for seeking area/divisional transfers.
While it is a consideration for youth justice, another program area’s decision to transfer or not to transfer does not commit youth justice to do the same.
- Children Youth and Families Act 2005
- Protocol between child protection and youth justice
- Youth Justice CRIS file audit case worker (intranet only) (399.8 KB, PDF)
- Youth Justice CRIS file audit team leader (intranet only) (436.4 KB, PDF)