1
Cluster Juvenile Justice NMDS 2016–18 Mandatory 1 1
Cluster Juvenile 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 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 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 3 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 4 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 5 Person—sex, code N Mandatory 1 6 Person—Indigenous status, code N Mandatory 1 7 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).
‘Contacts’ are those that would count as a supervised order (i.e. would be within scope for the JJ 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 JJ NMDS.
The young person's age at the first service contact date (calculated using DOB) should be at least 10 years.
Mandatory 1 2
Cluster Juvenile 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
Mandatory 1 2 Order—order identifier, X[X(49)] DSS specific information:
For the purposes of the JJ 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 32 (sentenced community-based with 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
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. The order identifier (charge file ) must be in the order file. If the order type (order file ) is an unsentenced order then there must be a record in the charge file with a matching order identifier. The order identifier (offence file ) must be in the order file. 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
The order start date must be on or before the order end date. The young person must be aged at least 10 years (based on date of birth) at the order start date. The young person should be aged 10-25 years at the order start date. The order start date must be on or before the end of the reporting period. If the order end reason for a previous order was 3 (death) there must not be any subsequent orders. 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 4 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 5 Order—order type, national youth justice legal order code NN Mandatory 99 6 Order—order end reason, youth justice order end reason code N[N] Mandatory 99 7 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
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. Mandatory 99 8 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
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/Town/Locality should be sourced from the Australia Post Standard postcode file for the relevant year, available on the Australia Post website .
Mandatory 99 9 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
Cluster Juvenile 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
Mandatory 1 2 Detention period—detention start date, DDMMYYYY DSS specific information:
The period of time a young person is detained in a youth justice remand or detention centre in relation to a particular detention type, without change in detention centre and without escaping or absconding.
A young person may have concurrent detention periods because detention periods relate to particular types of detention (e.g. remand, sentenced detention). For example, if a young 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 CODE 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/Town/Locality should be sourced from the Australia Post Standard postcode file for the relevant year, available on the Australia Post website .
Mandatory 99 7 Address—Australian postcode, 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.
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. 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
Cluster Juvenile Justice Order types file cluster Mandatory 99 1 Order—order type, identifier X[X(49)] 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 2 Person—country of birth, code (SACC 2016) NNNN DSS specific information:
This data element is optional within the JJ DSS. If collected, the data is to be associated with the data in the Juvenile Justice Client file cluster .
Optional 1 3
Cluster Juvenile Justice Charge file cluster Conditional obligation:
This is an optional file
Optional 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
Mandatory 1 2 Order—charge identifier, X[X(49)] DSS specific information:
The charge identifier allows for a single charge to be mapped to multiple orders. For example, a young person is charged with a particular offence and is placed on supervised bail. At the next court appearance in relation to this charge, they are remanded into custody. At a later date, an unrelated charge results in the young person being placed on supervised bail.
In the table below, the charge identifier shows that the first two records relate to the same offence, but do not relate to the third record, which has the same charge type but a different order identifier.
Person identifier
Charge identifier
Order identifier
Charge type
1
1
200001
0611
1
1
200056
0611
1
2
200082
0611
Mandatory 99 3 Order—charge type, offence code (ANZSOC 2011) NN[NN] Mandatory 99 4 Order—order identifier, X[X(49)] DSS specific information:
For the purposes of the JJ DSS, this unique identifier is retained across collection periods. The identifier is assigned by the State or Territory youth justice department.
This item uniquely identifies each supervised (unsentenced) order. The order identifier links the charge record with an order in the Order file cluster of the JJ NMDS. Each unsentenced supervised order in the Order file should have one or more records in the charge file.
Mandatory 99 5 Order—offence identifier, X[X(49)] Conditional obligation:
Conditional on a charge resulting in a conviction. If charges cannot be linked with offences, do not supply data for this item.
DSS specific information:
The offence identifier (charge file) allows for a charge to be linked with the resulting offence. If charges cannot be linked with offences, do not supply data for this item.
For example, following their first court appearance, a young person is placed on remand for a particular offence (order ID 333). At their second court appearance, they are released on supervised bail (order ID 334). At the third court appearance, the young person is sentenced to a supervised order in relation to the charge. The resulting order is order ID 6 in the order file.
The first record shows that the person was charged with an offence and that the related order is order ID333. The offence ID field is blank because for this order, the charge did not result in a conviction. The second record shows that the charge ID is the same as the first record and so the charge is the same. It requires a new record because the order ID is different. At the end of this order, the charge resulted in a conviction, so the offence ID field contains ID of the corresponding offence record.
Person ID
Charge ID
Charge type
Order ID
Offence ID
1
1
1200
333
1
1
1200
334
6
If the offence identifier matches the offence identifier of another record for the same person identifier, the offence types must be the same.
Null values
Leave the field blank if:
• The offence identifier is unknown
• The offence identifier is not applicable.
Conditional 99 6 Address—suburb/town/locality name, text X[X(45)] DSS specific information:
This item is collected for the suburb/town/locality name of the court in which the young person appeared when placed on the order relating to the charge. For police-referred detention, where the young person did not appear in court when being placed on the order, the court location should be reported as ‘Not applicable’.
Suburb/Town/Locality should be sourced from the Australia Post Standard postcode file for the relevant year, available on the Australia Post website .
Mandatory 99 7 Order—court type, code N[N] Mandatory 99 4
Cluster Juvenile Justice Offence file cluster Conditional obligation:
This is an optional file
Optional 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
Mandatory 1 2 Order—offence identifier, X[X(49)] DSS specific information:
The offence identifier allows for a single offence to be mapped to multiple orders.
For example, a young person is serving a sentence in detention for offence type 1350. They are released on parole/supervised release in relation to this offence.
The first record shows the young person was supervised under order ID 12 (the sentenced detention) in relation to offence type 1350. In the second record, the offence is the same as in the first record because a) the offence types are the same and b) the offence ID is the same. A second record is required because the order ID is different (the parole order).
Person ID Offence ID Offence type Order ID 6 1 1350 12 6 1 1350 13
If the offence identifier matches the offence identifier of another record for the same person identifier, the offence types must be the same.
No null values.
Mandatory 99 3 Order—offence type, offence code (ANZSOC 2011) N[NNN] DSS specific information:
The offence identifier allows for a single offence to be mapped to multiple orders.
For example, a young person is serving a sentence in detention for offence type 1350. They are released on parole/supervised release in relation to this offence.
The first record shows the young person was supervised under order ID 12 (the sentenced detention) in relation to offence type 1350. In the second record, the offence is the same as in the first record because a) the offence types are the same and b) the offence ID is the same. A second record is required because the order ID is different (the parole order).
Person ID Offence ID Offence type Order ID 6 1 1350 12 6 1 1350 13
If the offence identifier matches the offence identifier of another record for the same person identifier, the offence types must be the same.
No null values.
Mandatory 99 4 Order—order identifier, X[X(49)] DSS specific information:
For the purposes of the Juvenile Justice NMDS, this unique identifier is retained across collection periods. The identifier is assigned by the State or Territory youth justice department.
This item uniquely identifies each supervised (sentenced) order. The order identifier links the offence type with an order in the Order file of the JJ NMDS. Each order in the Order file should have one or more records in the Offence file.
Mandatory 99 5 Address—suburb/town/locality name, text X[X(45)] DSS specific information:
This item is collected for the court in which the young person appeared when placed on the order relating to the offence.
Suburb/Town/Locality should be sourced from the Australia Post Standard postcode file for the relevant year, available on the Australia Post website .
Mandatory 99 6 Order—court type, code N[N] Mandatory 99 
