1 Youth Justice Client file cluster Mandatory 1 1 Person—person identifier, XXXXXX[X(14)] DSS specific information:
The person identifier is a jurisdictionally-specific code that uniquely identifies a young person (youth justice client) within the State or Territory youth justice agency responsible for the young person.
A State or Territory identifier should be the first character of the person identifier according to the following:
1
New South Wales
2
Victoria
3
Queensland
4
South Australia
5
Western Australia
6
Tasmania
7
Northern Territory
8
Australian Capital Territory
9
Other territories (e.g. Christmas Island)
Mandatory 1 2 Person—letters of family name, text XXX DSS specific information:
'Letters of name' is collected as one item in cell number 2 and is a specific combination of the 2nd, 3rd and 5th letters of the person's family name and the 2nd and 3rd letters of the person's given name.
Mandatory 1 2 Person—letters of given name, text XX DSS specific information:
'Letters of name' is collected as one item in cell number 2 and is a specific combination of the 2nd, 3rd and 5th letters of the person's family name and the 2nd and 3rd letters of the person's given name .
Mandatory 1 3 Person—date of birth, DDMMYYYY DSS specific information:
The young person should be aged 10–25 years at the order start date.
The young person should be aged 10–25 years at the detention start date.
Mandatory 1 4 Person—sex, code X Mandatory 1 5 Person—Indigenous status, code N Mandatory 1 6 Service event—first service contact date, DDMMYYYY DSS specific information:
This data element is used in the youth justice client file cluster as the date on which the person was first supervised or case managed by the youth justice department (date of first supervised order).
Guide for Use
The date can be before the start of the NMDS (i.e. 1/7/00).
A ‘contact’ is an event that is counted as part of a supervised order (i.e., would be within scope for the YJ NMDS).
Do not include court appearances or other types of contacts.
If the first service contact date is unknown, leave the field blank.
Business rules
The first service contact must be on or before the end of the reporting period.
The first service contact date must be before or equal to the earliest order start date in the YJ NMDS.
The young person's age at the first service contact date (calculated using DOB) should be at least 10 years.
Mandatory 1 2 Youth Justice Order file cluster Mandatory 99 1 Person—person identifier, XXXXXX[X(14)] DSS specific information:
The person identifier is a jurisdictionally-specific code that uniquely identifies a young person (youth justice client) within the State or Territory youth justice department responsible for the young person.
A State or Territory identifier should be the first character of the person identifier according to the following:
1 New South Wales 2 Victoria 3 Queensland 4 South Australia 5 Western Australia 6 Tasmania 7 Northern Territory 8 Australian Capital Territory 9 Other territories (e.g. Christmas Island)
Mandatory 1 2 Order—order identifier, X[X(49)] DSS specific information:
For the purposes of the YJ NMDS, this unique identifier is retained across collection periods. The identifier is assigned by the State or Territory youth justice department.
In the order file, the order identifier will in most cases be unique. However, where a single order specifies multiple types of supervision, for example a blended order that specifies a period in detention followed by a period of community-based supervision, the information relating to each type of supervision will comprise a separate record but the Order identifier will remain the same.
In the example below, order #10001 is a blended order that comprises a period in detention from 1/1/08 to 1/6/08 followed by a period in the community from 1/6/08 to 1/12/08. Order #10002 is an unrelated remand order.
Person identifier Order identifier Order start date Order end date Order type-national Order end reason Comment 1 10001 01/01/08 01/06/08 35 (sentenced detention) completed blended order part 1 1 10001 01/06/08 01/12/08 31 (sentenced community-based with and without additional mandated requirements) completed blended order part 2 1 10002 15/01/09 20/01/09 21 (remand) completed unrelated order
Queensland: Don't count detention orders that are followed by a period of supervised release as blended orders.
Business rules
Mandatory 99 3 Order—order start date, DDMMYYYY DSS specific information:
Guide for use
This date may not necessarily be the date that supervision began; for example, if a sentence of detention is backdated to the start of the young person’s remand period, the order start date will be before the period of sentenced detention actually began.
Orders may be concurrent and overlap; that is, the order start date may be before the order end date of the previous order.
The order start date is the date the order first comes into effect, which may not necessarily be the same as the date the court handed down the order. Orders that are handed down by a court to take effect in the future should not be backdated to the date they were handed down.
Business rules
Mandatory 99 4 Order—order issue date, DDMMYYYY DSS specific information:
Guide for use
The order issue date is the date on which a legal order or arrangement is handed down or issued by the court.
The order issue date can differ from the order start date as it is the date that the order was handed by the court, while the order state date is the date an order comes into effect.
Orders can be handed down to take effect in the future. In these cases, the order issue date will be before the order start date.
The order issue date can be equal to the order start date if the order was issued on the same day that the order came into effect.
The order issue date can also be after the order start date if the court order was backdated to take into account time already served. For example, if a sentence of detention is backdated to the start of the young person’s remand period, the order start date will be before the period of sentenced detention actually began.
Mandatory 99 5 Order—order end date, DDMMYYYY DSS specific information:
Guide for use
The order end date is the date the order ceases to be in effect, as specified on the order.
If a young person ceases to be under the supervision relating to the order, but the order is still in effect, the order does not end. For example, if a young person is given a sentenced detention order with an end date of 1 December but is released on supervised release or parole on 1 November, the order end date remains 1 December unless the court varies the end date of the order.
If the court varies the end date of the order, the new (varied) end date is the order end date.
If an order is revoked or cancelled, the order end date is the date that the order was revoked or cancelled. This includes orders that are revoked or cancelled due to re-offending or failure to comply with conditions and orders that are cancelled, quashed or varied on appeal.
If an order extends over two or more reporting periods and the order end date changes because the order was revoked, cancelled, quashed or varied, the order end date and the order end reason will differ between data submissions. The changed order end date should be supplied in the reporting period in which the order was revoked, cancelled, quashed or varied; however, a related record supplied in a previous data submission should not be updated. For example, a record relating to order ID 101 was supplied for the reporting period 2009–10 with an end date of 1/6/11 (that is, the order end date was after the end of the reporting period). A record relating to the same order was supplied in the following reporting period, 2010–11, but the order had been varied and now has an end date of 1/7/09. It is sufficient to report this new end date in the 2010–11 reporting period; a ‘fix’ is not required for the records relating to this order supplied in previous data submissions.
When an order end date is after the end of the reporting period (e.g. for the 2009–10 reporting period, after the 30/06/2010) or if the order end date is null in the local data system, supply the order end date or insert the dummy date (22/02/2222) if the order end date is unknown. Do not end the order at the end of the reporting period.
Business rules
The order end date must be on or after the start of the reporting period. The order start date must be on or before the order end date. If the order end date is on or before the end of the reporting period, the order end reason must be a reason other than 0 (not applicable). If the order identifier matches the order identifier of another record and the person identifiers are the same, the order end date of the first record should equal the order start date of the second record. Mandatory 99 6 Order—order type, national youth justice legal order code NN Mandatory 99 7 Order—order end reason, youth justice order end reason code N[N] Mandatory 99 8 Address—suburb/town/locality name, text X[X(45)] DSS specific information:
This item is collected for the young person’s last known home address before entering youth justice supervision.
Guide for Use
A Suburb/Town/Locality may be a town, city, suburb or commonly used location name such as a large agricultural property or Aboriginal community. The name should be spelt correctly and consistently and should not be a youth justice detention facility.
Enter ‘UNKNOWN’ where the locality name or geographic area is not known.
Enter ‘NO FIXED ADDRESS’ where the young person has no fixed address or is homeless.
Suburb and postcode information
From July 2020, an all-inclusive list of postcodes and suburbs will be used to check postcodes in the YJ NMDS. This list consists of unique postcodes and suburbs across all current and historical versions of postcode data purchased by the AIHW.
For the most current list of valid postcodes and suburbs, go to http://www.postconnect.com.au/postcode-data .
Mandatory 99 9 Address—Australian postcode, code (Postcode datafile) NNNN DSS specific information:
This item is collected for the young person’s last known home address before entering youth justice supervision.
Guide for Use
Use the Australian Post postcode file.
Leave the field blank if:
the last known home address is unknown the last known home address is outside Australia the young person had no fixed address. Suburb and postcode information
From July 2020, an all-inclusive list of postcodes and suburbs will be used to check postcodes in the YJ NMDS. This list consists of unique postcodes and suburbs across all current and historical versions of postcode data purchased by the AIHW.
For the most current list of valid postcodes and suburbs, go to http://www.postconnect.com.au/postcode-data .
Mandatory 99 10 Person—Australian state/territory identifier, code N DSS specific information:
This item is collected for the young person’s last known home address before entering youth justice supervision.
Guide for Use
Leave the field blank if:
the last known home address is unknown the last known home address is outside Australia the young person had no fixed address. Mandatory 99 3 Youth Justice Detention file cluster Mandatory 99 1 Person—person identifier, XXXXXX[X(14)] DSS specific information:
The person identifier is a jurisdictionally-specific code that uniquely identifies a young person (youth justice client) within the State or Territory youth justice department responsible for the young person.
A State or Territory identifier should be the first character of the person identifier according to the following:
1 New South Wales 2 Victoria 3 Queensland 4 South Australia 5 Western Australia 6 Tasmania 7 Northern Territory 8 Australian Capital Territory 9 Other territories (e.g. Christmas Island)
Mandatory 1 2 Detention period—detention start date, DDMMYYYY DSS specific information:
The period of time a person is detained in a remand or detention centre in relation to a particular detention type, without change in detention centre and without escaping or absconding.
A person may have concurrent detention periods because detention periods relate to particular types of detention (e.g. remand, sentenced detention). For example, if a person is detained on remand at the same time as they are serving a sentenced detention order, they would have two concurrent detention periods—one period with the details of the remand detention and the other with details on the sentenced detention.
Mandatory 99 3 Detention period—detention end date, DDMMYYYY DSS specific information:
Detention periods may be concurrent where the detention types are different.
When a detention end date is after the end of the reporting period (e.g. for the 2009–10 reporting period, after the 30/06/2010) or if the detention end date is null in the local data system, supply the actual detention end date or insert the dummy date (22/02/2222) if the detention end date is unknown. Do not end the order at the end of the reporting period.
Mandatory 99 4 Detention period—detention type, youth justice detention type code N Mandatory 99 5 Detention period—detention end reason, youth justice detention end reason code N[N] DSS specific information:
Business rules:
If the detention end reason is CODE 5 (release on parole), the detention type must be sentenced (CODE 3). If the detention end reason is released on bail, the detention type must be unsentenced (CODE 1, CODE 2). If the detention end date is on or before the end of the reporting period, the detention end reason must be a reason other than CODE 0 (not applicable). If the detention end reason for a previous detention period was CODE 2 (death) there must not be any subsequent detention periods. If the detention end reason is CODE 2 (death) there must be a corresponding order period with an order end reason of CODE 3 (death). If the detention end date is on or before the end of the reporting period, the detention end reason must be a reason other than CODE 0 (not applicable). If the detention end date is after the end of the reporting period, the detention end reason must be 0 (not applicable). If the detention end reason is CODE 4 (transfer to another youth detention centre within the jurisdiction), the next detention record must start within a day and have the same detention type. No null values.
Mandatory 99 6 Address—suburb/town/locality name, text X[X(45)] DSS specific information:
This item is collected for the young person’s last known home address before entering youth justice detention.
A Suburb/Town/Locality may be a town, city, suburb or commonly used location name such as a large agricultural property or Aboriginal community. The name should be spelt correctly and consistently and should not be a youth justice detention facility.
Enter ‘Unknown’ where the locality name or geographic area is not known.
Enter ‘No fixed address’ where the young person has no fixed address or is homeless.
Suburb and postcode information
From July 2020, an all-inclusive list of postcodes and suburbs will be used to check postcodes in the YJ NMDS. This list consists of unique postcodes and suburbs across all current and historical versions of postcode data purchased by the AIHW.
For the most current list of valid postcodes and suburbs, go to http://www.postconnect.com.au/postcode-data .
Mandatory 99 7 Address—Australian postcode, code (Postcode datafile) NNNN DSS specific information:
This item is collected twice: once for the young person’s last known home address before entering youth justice detention and once for the youth detention centre.
This item is collected for the young person’s last known home address before entering youth justice supervision.
Guide for Use
Use the Australian Post postcode file.
Leave the field blank if:
the last known home address is unknown the last known home address is outside Australia the young person had no fixed address. Suburb and postcode information
From July 2020, an all-inclusive list of postcodes and suburbs will be used to check postcodes in the YJ NMDS. This list consists of unique postcodes and suburbs across all current and historical versions of postcode data purchased by the AIHW.
For the most current list of valid postcodes and suburbs, go to http://www.postconnect.com.au/postcode-data .
Mandatory 99 8 Person—Australian state/territory identifier, code N DSS specific information:
This item is collected for the young person’s last known home address before entering youth justice detention.
Mandatory 99 9 Organisation—organisation name, text X[X(199)] DSS specific information:
This Data Element is used in the Detention file cluster to identify the name of the youth justice remand or detention centre where the young person is detained.
If the detention end date of the current detention period is after the detention start date of the next detention period, the organisation name (youth justice remand or detention centre) of the current period and the next detention period must be the same.
Mandatory 99 4 Youth Justice Order types file cluster Mandatory 1 1 Order—order type, identifier X[X(49)] Conditional obligation:
The Order type is a jurisdictionally-specific code that provides information on the legal order or arrangement that has resulted in the supervision of the young person by the youth justice agency. A young person may be supervised as the result of multiple legal arrangements - each of these constitutes a separate order period.
Mandatory 1 2 Order—order type, text X[X(99)] DSS specific information:
The Order type is a jurisdictionally-specific legal order or arrangement that has resulted in the supervision of the young person by the youth justice agency. A young person may be supervised as the result of multiple legal arrangements - each of these constitutes a separate order period.
Mandatory 1 3 Order—order type, national youth justice legal order code NN Mandatory 1 4 Service episode—reporting period, financial year YYYY-YY Conditional obligation:
This data element is not required if data supplied for a single reporting period.
If supplying data for multiple reporting periods, specify the reporting period to which the record relates
Conditional 1