Community Welfare Services minister

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.department m community mwm&.mmmm PART XI PUBLICATION REQUIREMENTS page No. Statement 1 ORGANISATIONAND FUNCTIONS 1.1 Preliminaries ' ■ 1 1,1, -* Establishment 1 1.1.2 Principal officer 1 1.1.3 Addresses 1 1.1.4 Acts Administered 6 1.2 Organisation $ iincludingOrganisation Chert) 7 1.3 Functions 10 1.4 Decision Making Powers 13 1.5 consultative Arrangements 15 statement 2 CATEGORIESOF DOCUMENTS 2.1 central Records ■ ■1 2.2 Personnel 2 statement 3 '■ FREEDOM OF INFORMATION (FOI)ARRANGEMENTS 3.1 Published information about FOI 1 3.2 FOI Access Arrangements 2 3.3 Charges Under the Act 3 3.4  : Amendment ofpersonal Records 4 3.5 . Further Information 4 3.6 Library Hours ■ 5 3.7 Nominated officers of the Department5 statement 4 PUBLICITYSERVICES . 4,1 ’Regular publications ! ' 1 4,2' Brochures 1 4.3 information Sheets 1 ■ 4.4 Newsletter Reprints : 1 Statement 5 PROCEDURESAND GUIDELINES Manuals, Rules ofprocedure and Policy ■ Guidelines 1 Subject Index 7

STATEMENT 1 -ORGANISATION AND FUNCTIONS : 1.1 PRELIMINARIES 1.1.1, gfftablishment 1979 1.1.2 Principal officer Mr. Brian ROTTERWORTH Acting Director-General 1.1.9 Addresses a) HeadOffice 55 Swanston street MELBOURNE 5000 Phone; 554 4222 h) Regional Offices INNER EASTERN Regional Centre 695 Burke Road ■ CAMBERWELL 3124 Phone; 82 8195 INNER URBAN RegionalCentre and Childrens* Coart Management Unit' Advisoryservice 176'Wellingtonparade , Matthew House EAST MELBOURNE 5002 Batman Avenue Phone; 651 7466 MELBOURNE 3000 Phone; 63 6031 , family Support Unit 18 Belford Street' ■ ST HILDA 3183 Phone; 534 7981, 534 1143 ■ Eastern Hill Sob-' Office 228 VictoriaParade EAST MELBOURNE 3022 Phone; 418 8211 Flemington Sub-Office 10 Pinoak Crescent FLEMINGT0N 3031 Phone; 376 0211 St, Hilda Sub-Office 232 Carlisle Street BALACLAVA 3182 Phone; 534 0321

South Melbourne Sub- Office UNNEP.URBAN cont/... Sub-Office 104 unt Street HEIDELBERG 3084 Phone; 458 2244 Sub-Office#NOW Centre

 Harding Street

COBURG 3058 Phone; 383 1255 NORTH EASTERN Regional Centre SUBURBS 12 Cramer Street PRESTON 3072 Phone; 478 3322 NORTH WESTERN Regional Centre SUBURBS la Philip Street BROADMEADOWS3047 Phone; 309 5700 OUTEREASTERN SUBURBS SOUTHERN SUBURBS WESTBRNPORT Regional Centre 291a Maroondah Hwy RINGWOOD 3134 Phone;879 3311 RegionalCentre 1001 Nepean Highway MGORA0BIN 3189 Phone; 553 0711 Regional Centre 280 Thomas Street DANDENONG 3175 Phone: 791 5244 Sub-Office 1 Albert Mill Road LILYDALE 3140 Phone: 735 4233 Sub-Office 230 Balaclava Road CAULFIELD 3162 Phone; 509 8699 Frankston Sub-Of £ ice 38 young street FRANK5T0N 3199 Phone; 781 5155 Sub-office Sunshine Hospital

 Complex
 Furlong Road

ST ALBANS 3021 Phone: 367 5022 Sub-Office 1 Duncans Road WERRIBEE 3030 Phone: 741 4433 MooneePonds Sub- Office 9th Floor Nubrik House 271 William Street Phone; 67 7421 Mornington Sub-Office la Waterloo Place MORNINGTON 3931 Phone: (059)765322 WESTERN Regional Centre SUBURBS 131 Hopkins Street FOOTSCEA; 3011 Phone: 68V 5777 333 Clarendon Street

 SOUTH MELBOURNE 3205

Phone; 690 1266 Statement 1 page 3 1 a a a A w-t BARW0N Regional Centre Sub-Office State Public Offices 83 Gellibrand Street Cnr. Little Malop COLAC 3250 & Fenwick Streets Phone; (052) 31 5555 GEELONG 3220 Phone; (052) 26 4540 Sub-Office Ceric Village

 Bacchus Marsh Road

C0R10 3220 Phone; (052) ?5 1155 CENTRAL RegionalCentre GIPPSLAND 81 Buckley Street MORLELL 3840 Phone; (051) 34 2355 CENTRAL HIGHLANDS pegional Centre Sub-Office Cnr. Mair 6 Doveton Cnr. Vincent s High Streets ■ Streets BALLARAT 3350 ARARAT 3377 Phone; (053) 37 0666 Phone: (052) 52 2558 EAST GIPPSLAND Regional Centre Sub-Office 66 McCullock street 267 Raymond Street BAIRNSDALE 3875 SALE3850 Phone: (051) 52 4964 Phone; (051) 44 4461 GLENELG Regional Centre Sub-Office 78 Henna Street Cnr. Manifold & Bath WARRNAMBOOL 3280 Streets phone: (055) 62 4055 CAMPERDOWN 3260 Phone: (055)93 1439 Sub-Office 99 Thompson street HAMILTON 3300 Phone: (055)72 3733 Sub-Office Clarke street: PORTLAND3305 Phone: (055)23 4000 goulrufn RegionalCentre Sub-Office State public Offices Nunn Street Weisford Street BENALLA3672 SHEPPARTON 3630 Phone; (057) 62 3158 Phone; (058) 21 4644

LO0DON CAMPASPE Regional Centre

 Bath Lane

BENDIGO 3550 phone; (054) 43 8099 Sub-Office Jennings Street KYNETON 3444 Phone: (054) 22 2022

Sub-Office Tullarook Shire Offices

 Neill Street

MARYBOROUGH 3465 Phone: (054)61 2329

MALLEE Re lonal Centre Sub-Office 253 Eleventh Street 270 Campbell Street MILDORA 3500 SWANHILL 3585 UPPER MURRAY WIMMERA Sub-Office Post Office Arc. STAWELL 3380 Phone: (053) 58 2551 Sub-Office National Mutual w Building ^ Cnr. Ovens & Ried Sts WANGARATTA 3677 Phone: (057) 21 5811 RegionalCentre 41 Roberts Avenue HORSHAM' 3400 Phone: (053) .4)2 3044 RegionalCentre Municipal Offices Hovel1 Street WODONGA 3690 Phone: (6*0* 24 3222 Phone: .(050) 23 3971 Phone:' (050) 32 4544 c) Youth WelfareServices 614 Glenferrie Road HAWTHORN 3122 Phones 818 6200, 818 6217 t* 1 Sydney Road BRUNSWICK 3056 Phone: 380 1056 259 Ascot Vale Road ASCOT VALE 3032 Phone: 370 5955 262 Ascot Vale Road ASCOT VALE 3032 Phone: 370 5509u 1 Lewisham Road WINDSOR 3181 Phone: 51 7109 d) Children’s Homes Allambie Reception Centre 70 Elgar Road BURWOOD 3125 Phone: 288 1244 Ashendene Boys* Home Palls Road OLINDA 3788 Phone: 751 1051 Baltara Reception Centre 930 Park Street PARKVILLE 3052 Phone: 3893222 (AH 389 3315) Hillside Boys' Home 105 Jells Road GLEN WAVERLEY3150 Phone: 560 9294 Illoura Children's Home 23 Maleeia Avenue SALWYN 3103 Phone: 80 4428 Miralee Reception Centre 27 Chaffey Avenue MILDDRA 3500 Phone: (050)23 2979 The Gables Children's Home 101 Princes street KEW 3101 Phone: 861 9432 Warrawee Reception Centre 28 Victoria Street BALLARAT 3350 Phone; (053) 32 3496 e) Youth TrainingCentres Turana 900 Park Street PARKVILLE 3052 Phone: 389 3222 Winlaton 186 Springvale Road NUNAWADING 3131 Phone: 878 5577 Malrasbury MALMSBURY 3446 Phone: (054)23 2201 Langi Kal Kal R.S.D. Trawalla BEAUFORT 3373 Phone: (053) 49 2200 Acheron Taggerty C/- P.O. BUXTON 3711 phone: (057) 74 7385

f) Youth Hostels Sunshine Boys' Hostel 165 Mt. Alexander Road FLEM1NGT0N 3031 Phone: 376 3376 Ivanhoe Girls' Hostel -102 Marshall Street IVANHOE 3079 Phone: 49 2040, 497 2490 g) Aboriginal Affairs Aboriginal Support Unit 11 Brunswick Street FITZROY 3065 Phone: 419 2772 Bert Williams Hostel 21 Normanby Road THORNBURY 3071 Phone: 480 4640 h) Family Group Homes There are also 77 Family Group Homes which may be contacted through the regional offices. 1.1.4 Acts Administered Community Welfare Services Act 1970 Adoption of Children Act 1964 (jointly with Attorney- General) Mental Health Act 1959, Part ill, Division 4 Penalties and Sentences Act 1981 (jointly with Attorney- General) Melbourne Sailors Home Act 1964 1.2 ORGANISATION The Department is organised on a divisional basis.There are three divisions which handle the major functions of the Department. They are: Family and Community Services Policy, planning and Resources Program Development

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Statement 1 Page 7 HI-. : Vit-


Statement 1 Da/io A As far as possible the Department's functions arecarried out on a regional and local basis at regional centres and sub-offices in the eighteen Department of Community Welfare Services (DCWS) regions throughout Victoria* The administrative functions of the Department are distributed between these three divisions while the legal function is a self-contained work unit* The Minister is also responsible for five statutorybodies. They are: Child Development and Family Services Council Community Welfare Training Council Youth Parole Board Seamans Welfare Trust Committee Seamans Welfare Advisory Agency 1.2.1 Family and CommunityServices Division This division provides for the delivery ofCommunity Welfare programs including care and protection of individuals, families and minority groups at risk or in need of assistance; and community and social development. These are delivered through the network of regional centres and sub- offices, the Adoption Section and institutional programs. In conjunction with this function the divisionconsults, liaises and negotiates with other Government bodies and non- government organisations in relation to the operations of community welfare programs, it encourages appropriate involvement in the provision of welfare services by local government, welfare agencies and groups and individuals within the community. An important part of the division's function is to maintain State-wide quality control and to optimise the effective operation of these programs. Within DCWS the division provides administrativesupport services, implements human resource management and development systems and participates in policy and program development, taking into account operational perspectives. 1.2.2 Policy, Planning andResources Division The functions of this division are to advise onpolicy matters, planning and review of the Department's management of personnel and time. Its policy function includes developing policy advice and responses to policy issues. These establish a Departmental policy position and form the basis for the development of effective services. The division's planning function includes corporate planning as well as the development of operational, financial and manpower plans. An objective of both planning and review is to ensure the effective use of welfare resources.

It is also responsible for the development ofinformation and communication systems both between the Department and the community and with staff. The division interacts between the Department and the public service central agencies. 1.2.3 Program DevelopmentDivision The primary function of this division is to planand develop programs in consultation with the Family and Community Services Division (F s CS) and Policy* planning and Review Division (PPRj. It establishes guidelines and standards for program delivery. The division monitors programs to ensure that they are aapropriate in terms of community needs and Departmental goals and that they make effective use of resources. The division aims to ensure close and effectivecontact with external groups and organisations operating in the welfare sector. This enables the identification of issues for strategic consideration. This division is also responsible for training andstaff development in conjunction with F s CS and the personnel Unit. 1.2.4 Child Development andFamily Services Council The operations of this body ate currentlysuspended. 1.2.5 Community WelfareTraining Council Chairman: Dr, David Merritt Joint Board of Christian Education of Australia and New Zealand 5th Floor 177 Collins Street MELBOURNE Phone: 6544988 The Community Welfare Training Council operatesunder the Community Welfare Services Act 1970 to prescribe courses of training and instruction in social welfare and exercise a general supervision over the courses; to award certificates to the graduates of courses currently run by the Department at R.M.I.T.; to maintain a register of persons who have passed the prescribed standard; and to assist other Institutions in youth work and child care training. 1.2.6 Youth Parole Board Chairman: His Honour Judge James H. Forrest C/- County Court, MELBOURNE 3000 The Youth Parole Board exercises its powers andperforms its functions pursuant to the provisions of Division 3 of Part VIII of the Community WelfareServices Act 1970. The Board has .jurisdiction over young people (atleast 15 but under 21) detained in youth training centres. It decides on release on parole, cancellation of parole and, where appropriate, transfer to prison. Consideration to parole is usually given only in cases where the term of detention exceeds nine months. The Board reports annually to the Minister on the operation and activities of the Board and youth parole officers during the year. 1.2.7 Seamans Welfare TrustCommittee This body is currently inactive. The Department is reviewing its operations, 1.2.8 Seamans WelfareAdvisory Council This body is currently inactive. The Department is reviewing its operations. 1.3 FUNCTIONS The Victorian State Government first assumedresponsibility for welfare in the 1860s. In doing so it supplemented the social services already being performed by voluntary agencies, some of which drew a portion of their financial resources from the Government, It was not until 1960 that the Social WelfareDepartment was created, as a branch of the Chief Secretary's Department. Under the Social Welfare Act of 1970, the Department came under the control of the newly appointed Minister for Social Welfare. The Community Welfare services Act of 1979 incorporated and replaced a number of previous Acts dealing with social welfare matters, including the Social Welfare Act. It also established the Department of Community Welfare Services (DCWS). This Act reflects a modern approach to the provision of welfare services based on the concept of a close working relationship between Government and community. The functions of DCWS, as set out under the Act, arethe development and administration of welfare services and programs at a regional and local level. In carrying out this and its other functions the Department operates in conjunction with voluntary organisations, municipalities and other government bodies. At all times DCWS promotes community involvement in the planning and provision of welfare services.

Statement 1 Page 11 moi uujty i7itt Welfare services are directed to the socialsecurity and development of individuals, families and communities. In particular DCWS is concerned for the social safety of children and young people considered to be at risk, vulnerable or dependent. The Department is also responsible for young offenders. The Department is highly decentralised. Its day today functions are carried out from eighteen regional centres, twenty five sub-offices, as well as from Head Office. As well, the Department delivers services from five youth welfare centres and three specialised offices including the Aboriginal Support Unit, the Children's Court Advisory Service and the Family Support Unit. As part of its family and youth welfare servicesDCWS is responsible for the provision, support and supervision or licencing of residential facilities, foster care, adoptions, remand services, youth training centres and youth hostels, The Department is responsible for eight children's homes and reception centres, five youth training centres, three youth hostels and seventy seven family group homes, DCWS also operates in conjunction with many voluntary agencies which provide a large number of similar services and residential facilities. While the provision and co-ordination of communitywelfare services are the Department's major role, it also performs several other functions, planning and policy development is an importers responsibility of DCWS. This includes research into the problems of social welfare, the integration of Social planning with economic and physical planning, the collection and compilation of statistics and information about welfare matters as well as devising social welfare programs. The dissemination of information is anotherfunction of DCWS. This contributes to the promotion, assistance and encouragement of community involvement in welfare. 1,3.1 Services provided bythe Department include: - residential childcare; - family supportservices direct to vulnerable families to preserve and strengthen family life. Services provide financial counselling, family aides, emergency accommodation, housing referral, women's refuges and a women's refuge referral service; - family substitutecare when, for various reasons, families are temporarily unable to provide this care;

- child protectiveservices protecting children from neglect, abuse, abandonment and exploitation. This function includes areas of child maltreatment, school attendance, migrant and refugee children's services, child! employment and street trading; - guardianship fieldservices, involving case planning, placement, supervision, auxiliary services to families, annual rev less of cases and administrative admissions in cases where families' social functioning has been impaired to an extent that necessitates separation of child and family; - financial servicesco-ordinating and supervising payments to wards of the State and dependent children; - volunteer servicesincluding extending and improving the participation of volunteers in Departmental programs and planning for State Disaster Welfare; - youth servicesproviding a range of supportive, correctional preventive and other services for yoUng people who are wards, probationers, parolees, under supervision orders or "at risk"; - aboriginal servicesproviding community based services with the purpose of diverting these young people, from placement in institutions; - juvenile correctionalfield services providing a range of community based correctional services, assisting courts in determining appropriate disposition of cases and offering supervision, treatment and rehabilitation to offenders. Pre-court and pre-sentence services are provided; - family and communityservices providing services to preserve and strengthen family life, promote personal growth and encourage community involvement; - adoption, providing aState-wide adoption service for children through the Department's centrally based service and through subsidies to three major adoption agencies. It includes general adoption, special needsadoption, inter-country adoption and adoption information services; and - youth training andreception centres providing residential facilities to cater for children and young persons in terms of assessment, remand, detention and after care supervision through five major Youth Training Centres, two centralised Reception Centres and two regional Reception Centres.

Statement 1 1,4 DECISION MAKINGPOWERS The Department has a great many responsibilitiesfor which decisions have to be made. The following is a summary of the decisions that DCWS is authorised to make which affect the public, It is not comprehensive. Further details of the Department's decision makingpowers may be obtained from the relevant Act or from documents held by the Department (as listed in Statement 5). Officers of DCWS would be able to advise who in the Department is authorised to make various decisions and how a review of a decision may be made. 1,4,1 Community WelfareServices Act 1970 a) Powers with respectto social planning and development. S.5. b) To grant or refusefinancial assistance and to suspend, discontinue, increase or cease financial assistance already granted. S*6(2) c) Care of children oryoung persons without admission to wardship: - to place children ina reception centre or otherwise arrange emergency accommodation, S.35(9)(9A); - to remove childrenfrom a voluntary children's home or reception centre if it is deregistered. S,29(3)(b)j - to grant a permit fora child to engage in employment or street trading and cancel such permit at any time, and to enter premises to ascertain whether children are being used for employment or street trading. S .77 d) Admission to anddischarge from wardships, and care of wards: - to investigateapplications for voluntary wardships including requesting confidential information, authorising admission to the care of the Department for non-payment of maintenance for a non-ward in a children's home. R.35(1)(2b)(10) ; - agreeing to or refusingvoluntary wardships. S.35(3)(b)? - accept guardianshipof interstate wards. S.45; - discharge or refuseto discharge wards. S.44A(4);

Department of Community Welfareservices Statement 1 i.,i.. iqqa Paae14 UUAJ ii/VT ...

  • review wardships every twelve monthsand extend

wardships where it is considered in the bestinterest of the ward, for a further period of up to twelve months. s.44A(3); - institute legalproceedings on behalf of a ward in respect of maintenance or money due. S.37(b), (d); - oversee monies heldfor a ward in the State Wards' Fund. S.38 e) Placement of infants,children and young persons: - investigate notifiedplacements of infants. S.74(1)(2); - recommend, wherenecessary, removal of a child from a placement. S,74(3); - make alternativeplacements. S.74(4). f) Order a ward or youngperson in the custody of the Department to be examined to determine his medical, physical or mental condition and consent to surgical or other treatment on the advice of a legally qualified medical practitioner. 8.199(1) g) care and supervisionof young persons; - determine form, careand treatment which would be best for the child. 8.93? convert default sentences to Youth Training Centre detention. 8.99(4)? - separate, whereappropriate, offenders and non- offenders, remandess and convicted persons, and transfer children or young persons to a remand centre from a reception centre or vice versa. S.93, 8.96; - authorise temporaryleave from Youth Training Centres and impose conditions on such permits where required. S.200; - authorise residentialemployment of young persons, enter into agrr/ement with the employer, and determine the application of wages. S.1Q6; - authoriseapprehension and placement of young persons in the care of the Department. 8.83 and 8.105. h) supervise thevoluntary provision of accommodation for children and young persons, 8.30: - inspect voluntarychildren's homes, reception centres, youth hostels and Youth Training Centres. 8.94? - register and renew orcancel registration of homes. 8.67.

1.4.2 Adoptionof Children Act 1964 enables the Department to authorise placement of achild with view to adoption. S.17(1)(2); to report on any case for adoption being consideredby a court, S. 12< 3)f S,27(2); - to apply to a court for thedispensation of a consent to adoption. 5.29(2)? accept guardianship of a child from another state. S, 31(4) 1.4.3 MentalHealth Act 1959 Under Part III, Division 4, DCWS may transfersecurity patients within State institutions. 1.4.4 Freedomof Information Act 1982 The Department has the authority to releaseinformation to the public pertaining to the activities and functions of the Department and to withhold matter deemed to be exempt under the Act. Nominated officers of the Department may also decide to amend records where requested, 1.4.5 PublicService Act, Regulations and Determinations This relates to the Department's powers in respectof the appointment Of officers, conditions of employment and payment of employees. 1.4.6 PublicAccounts and Stores Regulations Act 1958 This relates to the Department's decision-makingpowers in respect of the provision of goods and services consumed by the Department, 1.5 CONSULTATIVE ARRANGEMENTS The following is a list of consultativearrangements according to which the Department of Community welfare Services has the opportunity of meeting with non-government bodies including community or voluntary organisations, local representatives and individuals. It lists arrangements current as at 5 July 1984. The list only includesformal consultative arrangements although DCWS is Involved in a great number of informal consultations with the community on specific issues as they arise. The Program Development Division is currentlyinspecting the existing framework of consultative arrangements with a view to expanding the avenues of communication with non-

government bodies. Further to this a number of new consultative arrangements will be established in the near future. The new arrangements will have a local emphasis and will involve DCWS regional centres. 1.5.1 Children’s ProtectionSociety, Police and Department of Community Welfare Services Working Party Establishedby: Chairing Arrangements: DCWS Contact: Membership: Terms ofReference: Mutual consent. Senior Advisor, protection Services Robin Clark, Phone: 653 6488 Police, DCWS, Children's Protection Society practice issues, particularly relationships at operational level. Reportsto: Police Welfare standing Committee Frequency of Meeting: Monthly 1.5.2 Community WelfareTraining Council Establishedby Minister for DCWS Annualappointment Chairing Arrangements; Reportsto Terms ofReference Membership: DCWSContact Secretary, Elizabeth Santana, Phone: 653 6«25 DCWS, Joint Board of Christian Education of Australia and Mew Zealand, Children's Welfare Assoc- iation, Australian Council on the Aging and other community representatives. To exercise a general supervision over theoretical and practical training prescribed by the Council? to prescribe courses of instruction and training in social welfare? to conduct written practical or oral examinations? to issue certificates of qualification to persons who have passed examinations at the pres- cribed standards of proficiency? and to maintain a register of persons who have passed examinations at the prescribed standards of proficiency, Minister, DCWS 1.5.3 Crisis AccommodationProgram established by: Ministry of Housing Chairing Arrangements: Ministry of Housing DCWSContact; Helene McNamara, Phone: 653 6385 Membership: Ministry of Housing, Department of Youth, Sport & Recreation, DCWS, Community Representatives Terms of Reference: To make recommendations on submissions for funding of youth accommodation. Reports to: Ministry of Housing Frequency of Meeting: Monthly 1.5.4 Crisis Care Committee Established by; DCWS, Ministry of Housing Chairing Arrangements: DCWS DCWS Contact: Vic Coull, Phone; 653 6372 Membership: DCWS, Health Commission, victoria Police Force, policeSurgeon, Ministry of Housing, Melbourne Crisis Care Association. Terms of Reference: Investigate the need for, and potential target groups of a crisis care intervention program in Victoria; to identify and review existing programs and develop a programmatic framework for crisis intervention in this State; to investigate resources for such a program and the need for additional funds; to investigate and report on strategies for the program; and to initiate sound consultative processes with community groups or agencies involved in crisis intervention or related programs. Reportsto: Minister, DCWS 1.5.5 Department Forum with AustralianSociety for Intercountry Aid (Children)(ASIAC) ' Established by: DCWS ChairingArrangements: DCWS

Lynn Gray, Phone: 653 6273 DCWSContact: Membership; Terms ofReference: Reportsto: Frequencyof Meeting; Executive of ASlAG, Supervisor of inter-country Unit in DCWS Information exchange - to discuss matters related to overseas adoption of children. DCWS, ASIAC Monthly 1.5.6 Departmental Meetingswith Victorian Aboriginal Child care Agency (VACCA) Established by: DCWS Cnairing Arrangements: Under review DCWSContact: Membership: Terms ofReference: Bob Burge11, phone: 653 6223 Victorian Aboriginal Child Care Agency staff, DCWS representative Regularly review case consultancy procedures operating between VACCA and DCWS. To plan more effective substitute care programs for Aboriginal communities with an emphasis on Aooriginal control and self management. T * assist in acquainting DCWS with an understanding of Aboriginal cultural issues as they affect the needs and care of children. To plan on a co- operative basis for meeting needs Aboriginal community. Reports to: DCWS Director-General through the Assistant Director-General of Family and Community Services Division* to VACCA. Frequency of Meeting; Quarterly 1.5.7 Departmental Meetingswith National Aboriginal Conference (NAC) Established by; DCWS Chairing Arrangements: DCWS (Bob Burgell) DCWS Contact: Jenny McGregor .. 1 ftQ 1 tfWAy I70*r Membership: DCWS, two NAC representatives, VACCA, Aboriginal Advancement League, Aboriginal Legal Service, Aboriginal Health Service, (Provisional; Aboriginal Housing Board) Terms of Reference? To consider all questionsrelating to co-operative planning and service development between DCWS and the Aboriginal community. Frequency of Meeting; Quarterly 1.5.8 Foster Care AdvisoryCommittee Established by; DCWS Chairing Arrangements: Services Advisor, substitute Care, DCWS. DCWS Contact: Kate Redwood, Phone: 653 6481 Membership; Non-government umbrella agencies for foster care providers; representatives from foster care agencies, DCWS. Terms of Reference; statewide policy and program development issues for foster oare provision. Reports to: DCWS Frequency of Meeting: Bi-monthly 1.5.9 Inter-Agency AdoptionInformation Service Group Established by; DCWS, The Department took over an existing ad hoc working group. Chairing Arrangements: DCWS DCWS Contact; Jerry McPhee, Phone; 653 6338 Membership: DCWS representative, Adoption information workers from registered agencies.

Til l. U: 1 aoit Bans2D UUXJ v ~r.gr — —• • Terms of Reference: The timing of, and preparation of clients for reunions; the confidentiality issues in t/e disclosure of non-identifying and identifying information; the extent to which each agency's practice will reflect the identity of that agency; and the effective use of limited resources. Frequency of Meeting: Monthly 1,5.10 Program GuidelinesWorking Group on Youth supported Accommodation Program (YASP) Guidelines Established by: DCWS Chairing Arrangements; DCWS DCWS Contact: Helene McNamara, Phone 653 6385 Reportsto: Terms ofReference: Membership; DCWS, Ministry of Housing, Department of Social Security, Department of Youth, Sport and Recreation, four community representatives from Youth Accommodation. Make recommendations on program guidelines for the youth component of the proposed Supported <vccommoda- tion Assistance program. Ministers of DCWS and Department of Soci^1 Security Departmentof Premier and cabinet co-ordinator,women’s Affairs Robin Clark, Phone: 653 6488 QueenVictoria Medical Centre, Health Commission, Police Department, Daw Department, DCWS, Education Department, Royal Children's Hospital, 1.5.11 Rape Study Committee Established by: Chairing Arrangements; DCWS Contact: Membership: Frequency of Meeting: Monthly Terms of Reference: To co-ordinate initiatives in the area of general assaults and to advise the premier.

Reports to.; Premier Frequency of Meetings Monthly 1.5.12 Residential ChildCare Program Advisory Committees Established by: DCVIS Chairing Arrangements: Principal Officer, protective and Substitute Care, DCWS, Terms ofReference: DCWSContact: Membership: Kate Redwood, Phone; 653 6481 Non-government umbrella agencies for residential child care providers, representatives from residential child care agencies, DCWS. Statewide policy and program development issues for residential child care, Bi-Monthly Frequency of Meeting 1.5.14 Victorian Council Adoption Agencies Established by: DCWS after Adoption of Children Act 1964 Chairing Arrangements; Independent, currently Rev.Ian Paxton of the Missionof St. James and St. John DCWS Contact: Lynn Gray, Phone; 653 6273 Membership: Principal officers of approved adoption agencies and DCWS representatives. Terms of Reference: To recommend changes in policy and practice; to discuss adoption legislation in Victoria and recommend any necessary changes; to make recommendations to DCWS for the re-allocation or provision of additional resources for member agencies; to be a mechanism/ instrument for joint planning and shared communication and activity between agencies; to promote improved standards of agency practice in relation to adoption In victoria; to share information on current trends and administrative practices; to act as a resource to others in the community regarding adoption policy and practice. ^ ft. - d ji- . aux% i^n*» Reports to; DCWS Director-General and Minister. Frequency of Meeting; Bi-monthly 1.5.15 Victorian Consultative Council ofSocial Development (VCCSD) Established by; Agreement between three tiers of Government {Federal, State and Local) Chairing Arrangements; Chairman elected annually by members, DCWS Contact; Andrew Moloney, Phone; 653 6456 Membership: Representatives of Victorian Offices of Federal government Departments, State Government Departments and non-government organisations (33). Terms of Reference: To provide a forum/ for exchange between three levels of government ind voluntaryagencies. Encourage/ promote debate on Social Development issues within the membership. Reports to; Membership Frequency of Meeting: Monthly 1.5.16 Victorian Standing Committee onAdoptions and Alternative

Families


Established by:

Following the 1976 Conference on

 Adoption by delegates to that
 conference,
       

Chairing Arrangements;

office bearers elected annually.

DCWS contact;

Advisor, Protective Services,

 Barbara Symonds, Phone; 653 6478
       

Terms of Reference:

Discussion of issjes related to

 alternative forms of family care for
 children displaced from their
 natural families including adoption,
 long-term fostering, blended
 families and families using donor
 sperm, ova and embryos.
       

Reports to:

Members

Frequency of Meeting:

Bi-monthly, with additional meetings

 to consider specific issues.
  
    

Department, of Community welfare services Statement 1 IftO J ... . Tlan^v til . . auxy xstcf"*

1.5,17

Women•s Refuqe Proqram



Established by:

DCWS


Chairing Arrangements;

DCWS


DCWS Contact:

Angela McDonough, Phone: 653 6770


Membership:

DCWS, Women's Refuges, Department of

 Social Security (occasionally.)
       

     

Terms of Reference:

Decision making body. Current

 issues put to the group for
 discussion and agreement* issues
 range between policy, administration
 and funding.
       

     

Reports to;

(informal) Director-General of DCWS


Frequency of Meeting:

Monthly

1.5.18

youth Housing Proqram

Advisory Group


Established by:

Ministry of Housing


Chr ' 1ng Arrangements:

Ministry of Housing


DCWS Contact:

Helene McNamara, Phone: 653 6385


Membership:

Ministry of Housing, DCWS, office of

 Youth Affairs, Community
 Representatives.
       

     

Terms of Reference:

Recommendations on submissions for

 funding,
       

     

Reports to;

Ministry of Housing


Frequency of Meeting:

Monthly

1.5.19

Youth Parole Board



Established by;

Governor in Council


Chairing Arrangements;

Judge Forrest, County Court


DCWS Contact;

Secretary, John Grey,

 Phone: 653 6358
       

     

Membership;

judge of the County Court, Director-

 General of DCWS, Community
 representatives by nomination to
 Minister.
  
    

'Term® of References

Jurisdiction over young people {aged

 15 to 21) detained in youth training
 centres; to decide on release on
 parole, cancellation of parole and
 transfer to prison.
       

Report® to ;

The Minister, ©CMS,

Frequency of Meetings

Every two months.

1,5,20 youth Services Scheme Management Committee

Established bys

previously the Commonwealth State

 Management committee youth
 Accommodation Services program
 <TASP}
       

Chairing Arrangements;

DCWS

bCWS Contacts

Helene McNamara, Phones 653 6185 or

 Meredith Sussex, phones 651 6473
       

Memberships

DCWS, Department of Social Security,

 youth Accommodation Coalition,
       

Terras of Reference's

Make recommend*!ion# to relevant

 state and Commonwealth Ministers
 regarding landing and programming
 for youth services scheme "in
 victoria.
       

Reports to;

.Ministers'of Community Welfare

 Services and'Social'Security.
       

frequency of Meetings

When necessary.


STATEMENT 2 - CATEGORIES OF DOCUMENTS 2.1 CENTRAL RECORDS A Central Registry is maintained on the secondfloor of the Department of Community Welfare Services {DCWS) Head Office at 55 Swanston street,Melbourne. Central Registry maintains two types of files. Theyare Subject Files and Client Files, Duplicates of many of these files are held within different divisions of news, the Regional Centres or Institutions. In addition, these Divisions, Centres or institutions may hold files not included in Central Registry Files. 2.1.1 Subject Files These files contain all documents relating to aparticular subject. A file may include all correspondence - inwards, outwards and internal - data, submissions and reports pertaining to a particular subject. The files are created by Central Registry, Thenumbers are allocated under an Annual Number System; that is the first two digits represent the year the file was opened ahd the remaining digits represent the order or number file opened that year, for example, file number 84/010 was the tenth file opened in 1984. Files are alsoindexed on an updatable microfiche, under a Key word Out of Context system (KWOC). riles can be listed under one or more ’‘keywords'’ and cross-referenced in the index to other pertinent files, To search a file, the keyword(o) is determined, located on the microfiche, the file is located by the Central Registry, and made available for searching. ’ „ 2.1.2 Client Files: Youth Parole and Probation and Wardship File's........... ■"  : -------------------- - - :-- 1------------ ^ Files are kept for each.of the DCWS clients,whether they are wards of the State or young people {under the age of eighteen) who are on Youth Probation or Parole. Current client files are opened by Central Registry,;ut are usually maintained at the client's regional centre or institution. When the file is closed it Is returned to Central Registry where it may he held for up to five years before being transferred to the Public Records office. Youth Probation and Parole Files that remaincurrent when the client turns eighteen or is transferred to Adult probation or parole are passed on to the Office of > Corrections, Parole and probation Piles are numbered under the Annual Number System. They are also indexed alphabetically according to the client's surname. Wardship Files are numbered in the order that theyare opened. Files were numbered from zero to 96150 before 1978 at which time the numbering system was revised. Files opened since 1978 are numbered from 1001. Files being opened in June 1984 are numbered in the 8010 range. Wardship files are also indexed in several otherways. They are indexed alphabetically by the surname of the ward as it appears on the Court Order or by the surname(s) of the parentis}. They are also indexed according to the date of birth of the ward in what is called the ’Birthday Book’. 2,1.3 Miscellaneous Files Central Registry also holds files of DepartmentCirculars# which are ordered according to date# and Newspaper Cuttings. 2.2 PERSONNEL FILES Personnel holds a number of series of filesrelating to its functions within the Department, 2.2.1 Personal Cards andFiles personal information is stored alphabetically oncards and files known as Personal Cards or Personal Files. This information is collected for every employee of DCWS. Non- current 'files are still retained at Head Office. Personal Cards summarise information contained onthe Personal File such as classification# dates of employment and promotion and salary details. This information is reproduced in more detail in the personal File and some personal details are also included. Some personal information is also available on thePersyst Terminal. This contains a person's current details and history in the public service and is linked between all Victorian Government Departments. It includes some basic information such as qualifications# marital status and so forth. It includes all permanent and most temporary officers. 2.2.2 Establishment Cardsand Position Files Establishment cards are stored by location andposition, They identify the history and status of each permanent position in the Department. These link up with the Position Files which containdetails about each position such as how it was first created and occupancy history. Some personal information is included on these files for example about people who may have applied for tne position. These files are organised by division and number (although the division is to be changed to location) and are numbered; the first two digits (70.) being the departmental identifier, the second two digits being the divisional identifier and the last four numbers being the individual position identifier. An index to these numbers is held in Personnel. 2.2.3 Policy Files These files are raised to cover personnel policyissues such as the creation of a new unit, or about a VPSA claim and contain information relating to this issue. These files are organisational and functional rather than personal. The files are numbered according to the year andthe order they were raised. They are indexed loosely by title and under a 'Keyword Out of context system* CKWQC), 2.2.4 Workers' CompensationFiles These files contain information and details ofindividual's workers’ compensation claims. They are numbered according to the year and the order they were raised. All workers’ compensation files created by the Department are retained at Head office.

STATEMENT 3 - FREEDOM OF INFORMATION ARRANGEMENTS 3.1 PUBLISHED INFORMATIONABOUT FREEDOM OF INFORMATION A number of statements have been prepared by theDepartment of Community Welfare Services (DCWS) to provide information about the Department's operations, rules and practices. The statements also list documents held by the Department for use in the Department's policy making, operational or administrative functions. All of these statements are available forinspection or purchase from the Head Office or Regional Centres of DCWS or for inspection at the Law Department, Public Record Office, State Library and local libraries where microfische is available. 3.1.1 Statement onorganisation and Functions This statement provides information about theDepartment. It describes its structure, functions andresponsibilities. It also outlines the Department's decision-making and other powers affecting the public, it describes the arrangements which exist for consultation with outside bodies in relation to policy formulation or administration. It lists separate agencies and legislation that are the responsibility of the Minister. A summary statement is published in the Victorian Government Directory. The detailedstatement is available for purchase. 3.1.2 Statement onCategories of Documents This lists all categories of documents held byDCWS# describes the record keeping system and lists records not listed individually by series or system. It does not include documents transferred to the custody of the Public Records Office, This statement is available for purchase, 3.1.3 Statement on Freedomof Information (FOI) Arrangements This statement outlines materials prepared by theDepartment for inspection by the public and describes the procedure to he followed in making a request to the agency for a document. This statement is available free of charge from the Department's nominated officers. 3.1.4 Statement onpublicity Services This statement lists literature produced by DCWSwhich is available by subscription or free by mail. It is available free of charge. 3.1.5 Statement onDocuments Available for inspection or Purchase This statement lists documents concerning manualsor rules of procedure# interpretations and enforcement procedures of Acts or schemes. It denotes where these documents may be inspected or purchased from nominated officers of the Department, The statement may be purchased. 3.1.6 Statement on Reportsetc. This lists documents prepared within or outside the Department for consideration by the Minister, Cabinet or the Department. It is available for purchase from the Department's nominated officer. 3.2 FOI ACCESS ARRANGEMENTS 3.2.1 Making a Request Access to information is available through writtenrequest. The DCWS provides an information and advice sheet tin nine languages) which includes a request form (see addendum). This form may be completed by the applicant although any form of request in writing is sufficient. The application must be as d/'fcailed and specificas possible. This will assise the FOI Manager to quickly identify and examine the relevant documents. Applications may be submitted to arty of theDepartment's offices or centres, although certain categories of requests will be processed at Head office. Authorised FOI officers are available to assistapplicants make a correct request, identify the documents sought and make the request to the correct Department or agency. Where the desired information is not available from DCWS, the FOI officer will suggest alternative sources of information. Information requested is called a"document". This may be a single paper, a file, information from the word processor, or even film or sound recordings (Section 5). The information can be factual or evaluative material designed to analyse information such as reports. The applicant may either inspect the document atthe off ice where the request is made or obtain photocopies of the document. Proof of identif icat ion, such as a passport or current driver's licence, is required before access to personal documents is granted. 3.2.2 How the Request isProcessed The Department's officer responsible for FOIrequests must respond to each application for information as soon as possible within 45 days. The officer acknowledges the request in writing and quotes the number under which the request was processed. The officer identifies and locates the relevantdocuments, examines them and arranges access to the documents. Access will be, as far as possible, in the form requested (photocopies etc.). The officer will inform the applicant by letter which contains details of the action taken on the request and the attendant charges (see below). The officer will also notify the applicant if anyproblems arise. Such problems could include cases where the application for FOI information contained insufficient details. The applicant may then be asked for further details or to clarify the request. Occasionally the documents requested may not exist or are exempt under part IV of the FOI Act and the officer will detail the reasons in a letter. If the applicant is not satisfied by any decisionmade by the officer to withhold access he/she may apply for an Internal Review of the decision. This will be conducted within the Department by a more senior officer. Further appeals may be made to the County Court. In the event that no document can be found, a complaint to the Ombudsman may be made. Occasionally the request will be transferred toanother agency or Department if the document is in their possession or if the subject matter is more closely related to their function than to the function of DCWS (Section 18). 3.3 CHARGES UNDER THE ACT The Act was not designed for revenue raising,although it is expected to be self-funding. It specifies that information be provided at the lowest reasonable cost to ensure that the public has access to the information it may require. The charges, set to cover the cost of administering FOI, are:. 1. Photocopy fees; 20 cents per a4 page. 2. Search fees; Where the Department has to locate and identity documents, $20.00 per hour with the minimum charge being $5.00.

supervision fees; Where a document is inspected by the applicant within an office of DCWS, $5.00 per fifteen minutes. 4-. Deposits; Where charges will be substantial a deposit of $25.00 may be required before access is granted. 5. Maximum charge; A maximum charge of $100 applies, excepting word ptocessor/computer stored information {Section 19). These charges must be paid by the applicant beforeaccess to the document is granted. Charges are not payable if the applicant is aMember of Parliament. Charges may be waived or reduced if the information is requested for use in the public interest, or if the applicant is impecunious, that is a person suffering financial hardship (Section 22). 3.4 AMENDMENT OF PERSONALRECORDS An applicant can request the correction of anyinformation held on his/her file, where the information is considered to be inaccurate, incomplete, or to give a misleading impression. Where the Department does not agree to therequested amendment, the applicant shall be entitled to place in his/her personal file, a concise statement of the reasons for the disagreement with the disputed information. Bequests for amendments must be in writing and mustidentify the information alleged to be inaccurate, Incomplete or misleading. It must contain reasoned argument as to why the applicant considers the information should be altered and suggest how the record may be amended to remove the alleged deficiency. 3.5 FURTHER INFORMATION Further information about the meaning and operationof the Act may be obtained from: Freedom of Information Act, 1982. Freedom of information Handbook. Freedom of Information (Access Charges)Regulation, 1982. Freedom of information (PrescribedAuthorities) Regulations, 1983. These may be inspected at DCWS Library, the LawDepartment, Public Record Office, state Library and Parliamentary Library, They may be purchased from the Victorian Government Bookshop, 3*6 LIBRARY HOURS Members Of the public wishing to usethe library’s resources are advised to telephone the librarian before attending. Location: Department ofCommunity Welfare Services Head Office 5th Floor 55 Swanston Street MELBOURNE Librarian Ms. Catherine Croghan 653 6396 Telephone Library Hours: 3.3Q am to 5.00 pm Monday to Friday, holidays excepted. 3.7 NOMINATED OFFICERS OF THE DCWS Requests for access to documents inDCWS under FOI are the responsibility of the Freedom of Information Manager, Mr. Peter Harris, or of the Secretary of the Regional Centres or institutions of DCWS. Requests for information from HeadOffice must be placed in writing and addressed: Mr. Peter Harris Freedom of Information Manager Department of Community WelfareServices 55 Swanston Street MELBOURNE VIC 3000

STATEMENT 4 - PUBLICITY SERVICES The following literature is prepared bythe Department of Community Welfare Services, Many of these documents are also produced in languages other than English. The documents listed are available free from offices of the Department. 4.1 Regular Publications Newsletter - published quarterly(currently suspended) Annual Report Sidelines - monthlystaff journal 4.2 Brochures Family and CommunityServices: Lend a Hand Community Welfare Priorities of theVictorian Government Inter-country Adoption Department of Community WelfareServices in Victoria Your Rights if Your Child is Made a Ward of the State Child Welfare Practice and Legislation Review 4.3 information Sheets Wards of State Changes to the Adoption Laws (Access toInformation) Legal Aid Declaration of the Rights of the Child Probation Supervision Orders Changes to the Adoption Laws (MajorProvisions in the Bills) Caring for Kids Who are Waiting (Reception Centres) Remand and Reception Finding Families for Children Bonds and Fines Youth Training Centres Residential Child Care Family Support Services Adjournment Hostels Help for Young people in Trouble Probation Emergency Accommodation Time Out for Kids in Trouble 4.4 Newsletter Reprints Allambie Reception Centre Child Care Special NeedsAdoption: Peter's Story An Advocate for Child Protection (byAnne Clemens) A Tour Through Victoria's Morals andValues (History of Welfare)

STATEMENT 5 - PROCEDURES AND GUIDELINES The following is a list of manuals#guidelines, rules of procedure and documents dealing with the administration or enforcement of Acts of schemes which are used by officers of the Department in their day to day activities. The documents are listed alphabetically by title. A subject index is included at the end of this Statement. Title and Subject Location Al Adoption: General Unit Work Priorities HeadOffice (H.O.) A2 Adopting the Older Child - A Guide to H.O. Prospective Parents ’ A3 Adoption Policy and Practice - Guidelines H.O. for Adopt ive and Pre-adopt ive Foster Care A4 Adoption of Young Children - Criteria and H.O. eligibility to adopt a child aged 0-4 years# and procedures. AS Assessment of Adoptive Applicants H.O. Regions 5 H.O. r.O. l jQard and Lodging Schemes B2 Budgetary Control Manual Cl Case Planning/Annual Review Proforma Goulburn (by M. Singleton) — C2 Case Planning for Wards East Gippsland C3 Case Planning Management Guidelines Mailee C4 Case Reviews Hostels - Guidelines for the H.O. conduct of case reviews within hostels. C5 Community Based Probation ServiceProgram H.O. Document (by Division oi Regional Services and Probation Officers' Association Of Victoria,August 1981) C6 Community organisation Guide Glenelg C7 Community Service Grants; Eligibility Central Highlands and procedures Manual C8 Community Welfare Services OrientationKit Regions C9 Cottage Mothers'Manual Regions

Title and Subject Statement 5 Page 2 Location H.O. 8.0. H.O. H.O. Glenelg H,0. Regions Mailee Glenelg Mallee H.O. H.O. H.O, & Regions Upper Murray Upper Murray Regions Reg ions Reg ions Reg ions CIO Counselling in Adoptive Information Service Delivery - Procedures andtasks in respect of: disclosure of information* D1 Delegations Manual D2 Delegations Procedures Manual D3 Department of Community Welfare Services Family Substitute Care; Policy, standards and Implementation D4 Department of Social Security Access Manual D5 Departmental Family Group Homes Supervisors’ Manual (by Kay BQdna, Residential Child Care Section, Family and Adolescent Services Division) D6 Departmental Instructions - A file of instructions from Head office which are issued periodically. D7 Disaster Plan Sunraysia D8 Displan - Region 4 and 5 D9 Displan - Region 18 El Emergency Placements E2 Establishments Manual FI FACS Handbook F2 FACS priorities Document (by Vic Coull) F3 Family Aide Program Document F4 Family Group Homes Supervisors' Manual F5 Family Substitute Care: Policy, Standards and Implementation F6 Family Support Services Manual F7 Financial Services Manual

Department ofCommunity Welfare Services Statement5 i a 0 4 Q uuxj j;7 0T rayv^ Title and Subject Location F8 Foster Care Payments Manual Regions F9 Foster Care Program Document; Temporary Regions & H.O, and Emergency ChildCare, Regional Reception Service Program, 3 parts Gl Glenelq Orientation Document for Staff Glenelg G2 Glenelq Regional information Network Glenelg Directory G3 Group Living Program for IsolatedRefugee H.O. Minors ”1 ; ” ' G4 Guardianship Field Services Manual Regions G5 Guidelines of Case Work Management (by J. Mailee Beasy) G6 Guidelines for Consultation with Local H.O. Councils by those State Government Agencies involved with Community Residential Units G7 Guidelines for Contact Between Children H.O. in Residential Care and Their Families G8 Guidelines - Family Aide Program Regions G9 Guidelines - Financial Counselling Regions Program G10 Guidelines for the Preparation and H.O. Publication of Reports Oil Guidelines and procedures forTemporary/ Southern Suburbs Emergency placementof Children in Reception Centres G12 Guidelines for the Selection of Youth H.O. Officers and Child Care Staff* Gl3 Guidelines for Sponsorship. Entry and H.O. Initial Settlement of Refugee Minors without Parents in Australia, PC166 (by Commonwealth Department of Immigration and Ethnic Affairs.)

Title and Subject H.Q. North Western Location Hi Honorary Probation Officer Resource Kit H2 Hostels Admission Procedure 11 incorporation Handbook for Voluntary NorthWestern Groups 12 information Circulars - A file of Regions circulars emitting from Head Office 13 information Sheet for Group Meetings of H.O, Applicants to Adopt 14 Induction Booklet H.O. 15 Inter-Country Adoption Kit - Information H.O. on procedures, overseas countries, parent groups. LI Legal Resources Handbook Regions Mi Mallee Foster Care Manual of Procedures Mallee M2 Manual for Cottage Parents in DCWSFamily H.O. Group Homes M3 Manual for Instructions LapgiKal (Cal M4 Manual of Parole Practices in Victoria Regions

M5 Manual of Probation Procedures M6 Manual of Procedures (Miralee) (by D. Dutschke) M7 Manual for Program Co-ordinators of Volunteers ” Regions s H.O. Mallee Regions

MB Medical nisplan Glenelg M9 Minimum Standards for the selection, Regions Recruitment, Training and Appointmentof Honorary probation Officers “ PI Pesonnel practices Manual pegions P2 Points Factor Evaluation Manual H.O.

Title and subject Statement 5 Page 5 Location Regions Glenelg North Western Mallee Allambie Regions s H.O, Southern Lang i Kal Kal H.O. Regions S H.O, Regions H.O. H.O. Regions & H.O. Reg ions H.O, H.O. H.O. H.O. P3 Policy Circulars — a file containing circulars from Head office P4 Policy Filing Index P5 Policy and Program Development: An Overview P6 Policy on Operation of Duty Work (by Manager* Mallee) P7 Policy and Procedure Manual P8 Policy, Standards and Implementation Documents for Components of Foster Care Program P9 Program Listing Manual P10 program Priority Budgeting Manual Pli Program Reviews - follow-on guideline document from Case Reviews Hostels P12 Publicity Involving Wards R1 Records Disposal Manual R2 Referral from Adoption Selection for Placement of Children in ApprovedFoster Care Programs R3 Refugee Child Care: Policy and Program (by James Jenkinson) “ ’ R4 Residential Care Manual R5 Residential Child and Adolescent Care Handbook 51 Standards - Protective Services (by Lynn Gray), about Child Maltreatment 52 Standards staffing Hostels 53 Standards for statistics of Notified Cases of Child Maltreatment 54 Standards Youth Refuges - working paper for groups wishing to establish accommodation service.

Title and subject Location S5 Summaries of Local Orders AHambie T1 Timing of Youth's Involvement inprograms H.O. U1 Unaccompanied Refugee Minors: Policyand H.O. Program VI victor ia State Disaster Plan Regions V2 Victorian DCWS Policy Guidelines H.O. Aboriginal Adoption and Foster Cara

V3

Victorian State Community Support Plan

H.O.

V4

Voluntary Hostels Scheme - guidelines for

H.O.


the funding of hostels.


W1

Workloads Document

Southern

Y1

Youth Accommodation Services program

Glenelg

Y2

Youth Accommodation Services Program (YASP

H.O.

Y3

Guidelines Youth Service Guidelines: Voluntary

H.O.


Hostels and Youth Services subsidy


SUBJECT INDEX ABORIGINAL AFFAIRS: V2 GUARDIANSHIP: See Care ACCOMMODATION: SeeCare/Residential HONORARYPROBATION OFFICERS: Care; Hostels; Family Group Homes Hi,M9 ADOPTION: Al, A2, A3, A4, CIO,13, HOSTELS: C4, H2, Pll, 52,S4, 15, R12, V2. V4, Yl, Y2, Y3

Crisis Care:

El,

F9,

Gil


Foster Care:

F8,

F9,

Ml,

P8,


R12

, V2


Residential

cate

B1

, C9

, 03,

D5, El, F9,

G4.,

G6,

G7,

H2,

R4, R5, S4,

1 i,

Y2,

Y3.


Substitute Cate:

D3 t

F5

(see

also ResidentialCare) See also: Hostels, Family Group Homes, Reception Centres.

CASE WORK;

Cl,

C2, C3,

C4,

G5

CHILD ABUSE

SI

,, S3



COMMUNITY;

C6,

C7, G6,

11,

M7,


V3,

V4



CONSULTATIONS:

G6



COTTAGES; See Family Group Homes CRISIS; See Care/Crisis Care DISASTERS; D7, D8, D9, MB, VI EMERGENCY; See Care/Crisis Care FACS/Family andCommunity Services program; FI, F2 FAMILY: Family Aide: F3, G8 Family Support Services: F6, F7 FAMILY GROUP HOMES: C9, D5, F4, M2 FINANCIAL SERVICES: F7, G9 FINANCIAL MATTERS (Internal to the Department): :B1, P10 FOSTERING: See Care/Foster Care INFORMATION: About Adoption: C20 About the Depart- ment : C8 LEGAL ADVICE: LI LOCAL GOVERNMENT; G6 PAROLE: M4 PERSONNEL MATTERS; D1, D2, E2,

14, M6,

PI,

■P.2,

WI

POLICY: D3

, D6

, 12,

P3 ,

PS

, P6

, P7,

P8

PROBATION;

C5,

HI,

MS

PUBLICITY:

G10

, PI 2


RECEPTION CENTRES; F9, Gil REFUGEES; G3, G13, R3, U1 REFUGES (Youth): S4 , Yl, Y3 REPORTS: G10 STAFFING: See Honorary Probation Officers, Personnel SUBSTITUTE CARE: See Care VOLUNTEERS; See Community WARDS: C2 , P12 Ward Revies, See Case Work YOUTH OFFICERS: G12 YOUTH PROGRAMS: T1, Yl, Y2, Y3

Department of Community Welfare servicea

July 1984

APPENDIX 1 ABBREVIATIONS USED IN THESE STATEMENTS

AS I AC

Australian Society for inter-Country Aid (Children)

DCWS

Department of Community Welfare Services

F S CS

Family and Community Services, a division of the

 Department
       

FACS

Family and Community Services Program

FOI

Freedom of Information

KWOC

Keyword out of Context, a filing index system

NAC

National Aboriginal Conference

PPR

Policy, Planning and Resources, a division of the

 Department
       

RCC

Regional Consultative Council

VACCA

Victorian Aboriginal Child Care Agency

VCCSD

Victorian Consultative Council of Social Development

VCOSS

Victorian Council of Social services

YASP

Youth Accommodation Support Program

Appendix1



Office ofCorrections

OUR Rtf COM ACT TOR FURTHER INFORMATION 55 SWANSTON STREET MELBOURNE, 3000, VICTORIA,(03) 654 4222, VICTORIAN FREEDOM OF INFORMATION ACT1982 PART II PUBLICATIONREQUIREMENTS Statement 1Organization and Functions PageNo. - Establishment 1 - Principal Officer 1 - Addresses 1-3 - Acts administered 3 - Organization 3-4 - Functions 4-10 - Decision Making Powers 11—12 - Consultative Arrangements 13 Statement 2 Categories of Documents - Description of Record Keeping Systems 1 - General Policy Correspondence Files 1-2 - Headquarters Prisoner Personal Files 2-3 - Community Based Corrections Files 3-4 - Parole Board Files 4-6 - Prisoner Classification Files 6—10 - Prisoner Sentence Records 10-11 - Medical and Psychiatric Records 11-12 - Personnel and Position Files andCards 12-13 - Miscellaneous 13 Statement 3 FOI Arrangements - Published Information on FOI 1 - FOI Access Arrangements 2-3 - Changes Under The Act 3-4 - Amendment of Personal Records 4-5 - Nominated officer of the Office of Corrections 5 Statement 4 Publicity Services Statement 5 Proceduresand Guidelines - Manuals, Guidelines, and Procedures in Decision-Making 1 - Director-General's Circulars 1-2 - Standing Orders 2 - Local orders 2 - Manuals and Policies 2 Currency of Statement - 5 July 1984 VICTORIA 150

Statement 1

OFFICEOF CORRECTIONS ORGANIZATION ANDFUNCTIONS 1.1 Preliminaries Establishment August 1983 Principal Officer Hr W J Kidston (Director-General) Addresses: Headquarters 55 Swanston Street Melbourne 3000 Tel: 653 6578 "Parkside" C/~ 900 park Street parkville 3052 Tel: 389 33X0 41 porter Street Prahran 3181 Tel: 529 5635/6 1001 Nepean Highway Moorabbin 3189 Tel: 553 0711 280 Thomas Street Dandenong 3175 Tel: 791 5244 31 Cottage Street Blackburn 3130 Tel: 877 7755 Inner Urban Region Southern Region Wosternport Region Eastern suburbs Region North West Region Regional Offices are located at; 59 Hudson Road Spotswood 3015 Tel; 391 8811 33 High Street Preston 3072 Tel: 44 3894 Western Suburbs Region North East Suburbs Region Currency of Statement « 5 July 1984

LoddonCampaspe/Mallce IS SC Andrews Avenue Itegion Bendigo 3550 Tel: (054) 43 0166 Gippsland Itegion 37 Buckley Street Morwell 3840 Tel: (051) 34 2355 Upper Hurray/Goulburn Itegion National Mutual Building 1st Floor Cnr Ovens & Rowan streets Viangaratta 3677 Tel: (057) 21 5811 CentralHighlands/Wimmera state Public Offices Region Qir Doveton and MairStreets Ballarat 3350 Tel: (053) 37 0666 Barwon/Glenelg Region 13 Gberinghap Street Geelong 3220 Tel: (052) 21 6188 Special Supervision Unit 11-15 ArgylePlace Sth, Carlton Sth. 3053 Tel: 347 2255 Prisons are located at: Pentridge H M Prison pentridge Chanp Street Coburg 3058 Tel: 353 0200 h.m. metropolitan Reception Prison

 Champ Street#

Coburg 3058 Tel: 353 0317 Dhurringile H.M. Prison Dhurringile Murchison 3610 Tel: (058) 26 6308 Beechworth H M Prison Beechworth Beechworth 3747 Tel: (057) 28 1104 Bendigo H M Prison Bendigo Bendigo 3550 Tel: (054) 42 1188 Castlemaine H M Prison Castlemaine Bowden Street Castlemaine 3450 Tel: (054) 72 1097

  • H M Prison Geelong

Myers Street Geelong 3220 Tel: (052) 21 3600 H M Prison Morwell River Morwell River road Via Boolarra 3870 Tel: (056) 64 8237 Morwell River Sale H M Prison Sale

 Reeve Street

Sale 3850 Tel: (051) 44 2054 Won Wron H M Won Wron Reforestation prison private Bag Yarran 3971 Tel: (051) 86 1200 Fairlea Fairlea Prison

 Yarra Bend Road

Fairfield 3078 Tel: 489 3155 Acts administered: Caimunity Welfare Services Act# 1970 excepting Part III Grimes Act, 1958, Part IV Parole Orders (Transfer) Act, 1983. Penalties and Sentences Act, 1981, No. 9554 parts II and III Prisoners (Interstate Transfer) Act, 1983 Victorian Prison industries Commission Act, 1983 1.2 Organization During October, 1983, a separate officeof Corrections was created by an Act of parliament. Directly accountable to the Minister for Community welfare Services, the Office is responsible for all adult correctional programs and facilities in victoria, including prisons, attendance centres, the Adult parole Advisory Service, parole, probation, and offenders under the Community Service and Pre- Release attendance orders. The Office is organized functionally on a divisional basis, Office of Corrections Ihe divisions are; , PRISONS DIVISION . COMMUNITY BASED correctionsdivision , STRATEGIC SERVICES DIVISION

  • MANAGEMENT SERVICES DIVISION

Functions PRISONS DIVISION The Prisons division is responsible forensuring the effective and efficient management of Victoria'sprisons and for coordination of the delivery of correctional programs undertaken by corrective institutions! such as temporary leave, counselling, and welfare programs. Hie Prisons Division is also responsible for the developnent of custodial services and the upgradingof prison facilities* The role of this division is; a) to control and supervise all persons imprisoned or detained in prisons; b) to assist in the rehabilitation of all prisoners and all persons- released from .a prison tx police gaol; cj ' -to provide welfare services to prisoners and', their families; and d) ' to assist and pronote, cooperationbetween private organisations and Governmentdepartments concerned with - the welfare and- after-care of prisoners..'

Office 'of Defections There ace four sections Within thisdivision. The projects section is involved in the previsionof administrative support services to the Director of Prisons* for example. Ministerial briefing notes and correspondence dealing with complaints to the OnDudsman, short term projects, policy advice and related investigations, secretarial support to committees, public relations within and outside the Office, legal work, same personnel matters, and liaison between divisions. The inspections section is responsible for theinspection of prisons in victoria to ensure that they comply with the Act, Regulations, Director-General's circulars, and other instructions promulgated from headquarters. The programs section is responsible for allservices delivered to prisoners apart from custodial services. Thus, it is responsible for welfare, health, education and mental health, as well as liaison with the Prisons Industries Commission and provision of chaplaincy, ethnic, recreation, and voluntary services, it runs the predischarge Temporary leave Program and the Temporary leave Program. The- classifications section monitors the three mainprissner management programmes - classification, temporary leave, and remissions. This section makes all decisions regarding prisoner placement and programme planning. It is also responsible for maintaining the Review and Assessment Committees in each prison. OOHHUNmBASED COFmCTIMS DIVISION ■ This division toe $areas of responsibility %the Adult Parole Board secretariat, Prosecutions, projects, the Adult Court Advisory Service, the special Supervision Unit, and Regional centres. The Adult Parole Board Secretariat services the Adult Parole Board, and is responsible for advising the Board when a prisoner is eligible for Parole or Pre-Release, The Adult parole Board, dpaired by a justice of the Supr<em court, determines when prisoners eligible bar Parole or Pre-Release ■ are to be released to commlty supervision fraa a Regional Centre, The Adult Parole Board itself is exempt from the provisions of the Freedom of Information Act. The Prosecutions Unit, is responsible for prosecutingbreaches of probation orders in Magistrates Courts and liaising with the Director of Public Prosecutions in relation to breaches heard in the County and Supreme Courts. The Project ol: leer is involved in research andproject activities in relation to issues of contemporary concern to the Division of Casnunity Based Corrections. The Adult Court Advisory Service provides Court Advisory Services to the County and Supreme Courts. This involves the - preparation of pre-sentence reports and other advice to those Courts in relation to office of Corrections sentencing alternatives. The Special supervision Unit: provides Parole supervision of more serious offenders in a number of metropolitan regions. The Unit is to to phased out and theirresponsibilities will to transferred' to Regional Centres.. The Regional Centres of the Division of Community Based Corrections are responsible for the delivery of the following sub-programs on a regional basis ; probation. Parole, Pre- Release, Attendance Centre Orders, community service Orders, Court Advisory Services. At presentAttendance Centre and Catrtunity Service Orders are only available in sane regions. There are twelve Regional Centreslocated throughout the State, STRATEGIC SERVICESDIVISION This division was created in February1984. Its function is to provide information and to coordinate policies, programs, and facilities. There are a number of units in the strategic Services'Division incorporating Planning and Review Building Development, Research, Public Relations, and legislative Development, The Planning and Review Unit is responsible for the development and coordination of corporate planning and program budgeting, it is involved in the review and evaluation of the effectiveness of departmental programs and services. It reviews and updates the Corrections Master Plan for adult correctional services in victoria. It works closely with the Policy and Programmes Unit, Which, develops policies, procedures, and guidelines for programs. It also reviews existing policies andprocedures, and monitors policy developments external to the Office of Corrections for their impact on departmental activities. The Building and Development Unit reviews existing, buildings, and the design and development of new prisons and prison buildings. It also advises on security. The Remand Centre project Team isresponsible for the construction of Victoria'snew remand centre.

- 8 - Office ofCorrections The Researchand Statistics Unitconducts research and is responsible for the collection of a range of statistics on departmental activities, enabling the office of Corrections to evaluate its current activities and plan accordingly. The LegislativeDevelopment Unitis responsible for the review of existing legislation and the formulation of new legislation. The Public RelationsUnitproduces information about departmental activities (see statement 4). The information SystemsUnitis responsible for the development of The prisoner Information Management System, and other information systems for departmental activities. HAMGEHEWT SERVICES DIVISION This division isresponsible for personnel and staff development# the management of the staff training college# finance and accounting functions# and general administration. The Personnel andStaff Development Section is responsible for recruitment# manpower planning# and general personnel matters such as leave# salary entitlements# allowances, etc. The finance and Accountingsection is responsible for the payment of salaries, accounts payable, cash management and budgeting. The Staff trainingCollege acts as an in service training college for prison offices, offering live-in courses at base grade senior and chief levels. The college also provides short-term courses for Prison officers, and for administrative and professional staff. CLASSIFICATION PRISONER PROGRAMME;; MANAGEMENT SERVICES DIVISION ■RISCN3 DT"I *tm




PRISONS 114!

INSPECTIONS INVESTIGATIONS PROJECT." PERSONNELAND STAFF DEVELOPMENT STAFF TRAINING COLLEGE FINANCE AND ACCOUNTING GENERAL ADMINISTRATION

LEPK7Y_ DIRECTOR GENERAL PLANNING, REVIEW AND BUILDING PUNNING AND REVIEW BUILDING DEVELOPMENT STRATEGIC SERVICES "llIVISXON REMAND CENTRE ’PROJECT INFORMATION SYSTEMS

__ PUBLIC RELATIONS POLICY AND Trogrammes RESEARCH AND DEVELOPMENT RESEARCH COMMUNITY BASED CORRECTION DIVISION LEGISLATIVE DEVELOPMENT ADULT PAROLE BOARD SECRETARIAT PROSECUTIONS PROJECTS ADULT COURT ADVISORY SERVICE SPECIAL SUPERVISION

REGIONALCENTRES (12)


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ConsultativeArrangements The Director-Generalmeets once a month with the Prison Officers Section of the Victorian Public Service Association to discuss various issues in prison management. The Office ofCorrections consults with other government departments such as the Public Works Department and the Qnbudanan as the need arises.

Statement 2 CATEGORIES Of DOCUHEWTS Description ofRecord Keeping Systems 2.1 TheOffice of Corrections operates a central correspondence registry at its Headquarters (9th floor, 55 Swanston Street, Melbourne) which maintains recordsof the Director-General and the various divisions oithe Office of Corrections. General servicerecords, general policy correspondence files, personal prisoner files, personal Probation and Parole, Parole Board filesand personnel and positiot files and cards for all Divisions of the Office of Corrections are maintained at the Headquarters. Prisoner sentencerecords, including a complete record of sentences and offences are maintained by the 'D' Division Records Office at Pentridge. General Policycorrespondence Files 2.2 Thesefiles caanenced with the creation of Office of Correct- ions in October 1983. A ’file" contains all documents relating to the particular subject: all correspondence - inwards, outwards, and internal - and data, submissions and reports are grouped together in the file, files are created by the Office of Correction's Central Registry, and numbers allocated under an Annual Nunber System, files are then v indexed on anupdatable microfiche, under a "Key Wbrd Out of Context" system (KWOC). Files may be listed under more than one 'Keyword", and cross-referenced in the index to other pertinent files - this index can be inspected by the public at Office of Corrections, Headquarters. Tt> search file, the "Keyword(s)" is determined, located on the microfiche, the file then located by the Central Registry, and made available for searching. * Currency of Statement - 5 July 1964

2.2.1 Forexanple: File Number 84/609 was the 609th file created in 1984 and is entitled "Transport - Departmental - Use of Hire Cars and Taxis". The "Keyword" has been underlined, but this file is also listed under "Vehicles" in the index. It is thus possible to locate files under non-specific headings, without knowing the file number; this facility is helpful in regard to F O 1 enquiries.

  • 3

2.2.2. Filesnumber for Office of Corrections 1983 Nos. 83/1 - 83/940. So far in 1984, ewer 600 files have been created. 2.2.3. TheseGeneral Policy Correspondence Files are the principal information storage accessed by the Office of Corrections, and file movements are recorded by the central Registry on index cards, under the file number. 2.2.4 Acorrespondence Management System is being developed and the various file movement cards and indexes will be transferred to this on line system between June 1984 and January 1985. HEADQUARTERSPRISONER PERSONAL FILES; 2.3. PersonalFiles are maintained on certain prisoners at Headquarters. Thefiles deal With temporary leave matters and any requests made to Headquarters staff. A triple number system is used. For example "2/2/84 - John Bull". The first "2" represents "Prisoners" the second "2"represents that .* , letter "B" and "84" represents the "84" Filein the "B" category. There areapproximately 6000 files of vrtiich half are held in secondary storage. 2.3.1. Tolocate a particular file the prisoners nane is located on an index card with a triple numbered file reference. A separate index, held in miner ical sequence, is then checked to ascertain the location of the file. 2.3.2. Theindex systems are to be transferred to a new on-line computer system between June and December 1984. 2.4. CtnmunityBased Corrections Piles o 2.4.1. CcmmunityBased Corrections includes Probation, Parole, Community ServiceOrders, Attendance Centre Orders and Pre- Release Programs. 2.4.2. Withthe creation of the Office of Corrections in October 1983 there were two types of direct files taken ever by C.B.C. one was referred toas the "Probation and Parole File" or Correctional Field Services File", and the Attendance Centre File. The Probation and Parole file contains all information on a particular client in relation to the following programs - Probation, Parole, Gonmunity Service and Pre-Release. The Attendance Centre file only contains information relating to Attendance Centre Orders. 2.4.3. Itis envisaged that the Attendance Centre client files will be amalgamated with the "Probation and Parole File" to form a Conmunity Based Corrections Client file. 2.4.4. "Probationand Parole Files" ate created by O.O.C's Central registry and numbers allocated under an Annual Nunber System, e.g. 82/161 - BillJackson, was the 161st File created in 1982 and was allocated to Bill Jackson. If Bill Jackson is placed on any Conmunity Based Program in the future, the sane file would be used. Vhen a person iscurrently on a program the file is located at the regional centre where he/she is being supervised. When the person completes the progran, the file is returned to the Central Registry.

To locate aparticular file the person's rune is located on an index card, in the Central Registry, with the annual number reference, A Separate index held in numerical k sequence is then checked to ascertain the location of the file. 2.4,5 AttendanceCentre files are held at the Centre where the person concerned wasdirected to attend by the court. Mien the person has completed the sentence the file is transferred to the Classification Centre where it '.s stored. 2.5. Parole Board Files: 2.5.1. TheParole Board is responsible for making decisions regarding prisoners eligible for parole and other special cases. The Parole Board is located at the Headquarters building at 55 Swanston Street, Melbourne. 2.5.2. TheParole Board uses 6 Files, two of which, the "yellow" and "Blue" Files, are created at the Classification Centre. The"yellow" file is for the use of the permanent Members and the "Blue" file is used as the Master working file. The Parole Board then creates 4 "pink" covers of the "Blue"File for use by Members of the Board during their weekly meetings. They are held by the Parole Board for different periods of time depending on the category of the person under review. The two (2) broadcategories are known as "NormalCases" and •Special Cases". Included within the NormalCases are all maximunv'minimumprisoners, YTC transfers, and breaches of parole. Included in the Special Cases are natural life prisoners, governors pleasure prisoners, and prisoners uho have had their sentences commuted. 2.5,3. Theyellow file which is prepared bythe 'Classification. Centre for thePermanent Member contains all bas' S initial classification information plus any additions the Permanent Member may wish tomake, The file is retained at the Parole Board for the exclusive use of the Permanent Member. The files are stored separate to the Blue end Pink Files in two groups: (1) those prisonersto be considered or those currently on parole(active), (2) those parolees who have cqnpleted their parole completed their parole period (inactive). 2.5.4. TheParole Board keeps index cards on all prisoners who cone under its responsibility. Information on these cards includes, nane, date of birth, the Classification File number, sentence dates, the name of the custodial prison, and decisions of the Board. The cards aredivided into two (2) major categories - (a) NORMALCASES Included in this categoryare: Maximum/Minimum Sentence Prisoners; VIC Transfer Prisoners; Breach of Parole Prisoners, There is no distinction made between active and inactive cards. (b) SPECIALCASES: Cards in thiscategory are grouped in the following Way: Governors PleasurePrisoners in custody; Commuted and LifeSentence Prisoners in custody; Persons currently under supervision; and Inactive. All cards are keptpermanently at the Parole Board.

2.5.5 GovernorsPleasure and Life Sentence and Cawnuted Sentence Prisoners: The Parole Boardcreates a separate working file on Governors Pleasure, life sentence and ccrnmifed sentence prisoners which remains permanently with the Parole Board. 2.6 PrisonerClassification Files; 2.6.1. The Classification Centre is located at theMetropolitan Reception Prison. The Centre creates records on prisoners which are used by the Classification Cotmittee, the Parole Board and by Officers at the Centre to make decisions on the management of prisoners. The Classification Committee makes decisions regarding the placement of prisoners at the various prisons and normally meets every week on a Monday morning. 2.6.2 Allprisoners come under the supervision of the Class- ification Centre. The Classification Centre creates files on: i. anyperson serving a term of greater than 6 months ii. anyprisoner serving a sentence there of a maximum iii. anyprisoner sentenced to an indeterminate sentence iv. anyprisoner who has breached their parole; v. anyyouth Training Centre transfer 2.6.3 Theclassification files are divided into short-term classification files (for those prisoners serving a sentence of less than 6 months), and normal classification files (for those prisoners serving a sentence greater than 6 months) 2.6.4. Allprisoners who are received into the classification system are allocated a unique number. 2.6.5 Theclassification files are the basic records used by the Classification Centre. The files contain legal information deeding with offence, sentence and location within the Prison System; Social background information concerned with family history; education history; employment history; behavioural information gathered while the prisoner is in custody and information concerning requests for review.

2.6.6 thereare a number of classification files created which make up a set. The files are colour coded, there is a 'Master Yellow* file which is held permanently at the Classification Centre, there is a 'Green' file which is held at the prison cmt the division atwhich the prisoner is located. If the prisoner is serving a sentence which means he will cane under the supervision of the Parole Board then a "Parole Board Yellow" file is created, which is held at the Parole Board, and a "Blue File" which then becomes the Adult Parole Board MASTER FILE, the Parole Board then creates 4 "PINK" copies of the "BLUE" File for use by Members at the Board during meetings. the files are storedat the Classification Centre in a ccmpactus. The groups of files relating to one particular prisoner are stored in cardboard boxes when the prisoner is not in Custody. Short term offenders** i.e. those offendersserving a sentence of less than six months but greater than 1 month are interviewed, a short term classification file is prepared, and sent with the prisoner if he is transferred from Pentridge. Other Records heldby the Classification are: 2.6.7 IndexCards: An index ismaintained for Classification prisoners. As the files are stored in year and numerical order an alphabetical index is required to locate the file of a particular prisoner, the cards are used also as a file movement index. The cards are divided into two categories: prisoners currently in custody; prisoners not in custody.

- 8 - "Office of Corrections 2.6.8 ProfessionalVisit Book; / This is used torecord the date and time o£ the visit, the name of the visitor and the name of the prisoner receiving the visit. 2.6.9 StatisticsBook: After every meetingof the Classification Carniittee certain statistics are recorded. The date maintained by the 2nd in charge of the Centre includes whether a prisoner is a first offender, whether a prisoner isa "recidivist", tht type of offence, nationality etc. 2.6.10 ClassificationReview Book This book was canwnencedin 1977 as a result of a direction from the Director that every classification prisoner is to be seen by the Classification Committee or a Sub-Classificatin Carniittee at least once in every twelve (12) months. In the book is recorded the names of prisoners the date they were last seen by the Classification Committee and the date they have to be seen by. 2.6.11 COrmitteeDecisions File: This is the same asthe "Classification Committee Decisions" file but are used to record results of Classification Committee meetings. 2.6.12 RegionalReview and Assessment Committees Minutes File: Review andAssessment Committees are required to iform the Classification Committee of their decisions. A copy of the list of decisions is forwarded to the Classification Carniittee as it must approve the decisions made by the Review and Assessment Committees*

2.6.13 WeeklyAgenda of Classification Meeting File: This is a recordcopy o£ the agenda of the Classification Canmittee Meeting kept in a ring binder. It is divided into two (2) sections - 1. Prisoners for interview (new sentences) 2. Prisoners for review. 2.7 PrisonerSentence Records 2.7.1 The*D' Division Records Office is the major location for male prisoner records in the State. Female Prisoner records are located in the Female Records Fentridge and they are only female records in the State. Country Prisons only maintain records on Prisoners currently in that Prison. VP* Division Records maintain records on every prisoner in victoria and all persons who have been in prison. 2.7.2 Theprimary records kept in the Central Records Office are the "Warrant" and "prisoner Record Card", The warrant isthe primary legal document giving authority to the prison to hold a prisoner in custody. Warrants only refer to current sentences. Warrants are held by th*- Prison vtoere the Prisoner is currently held in custody. When a prisoner is released on Parole the warrant remains at the prison frcm which he is released. If the prisoner is, released on Pro- Discharge Temporary leave, the warrant is sent to D Records at Pentridge and if the warrant expires, it remains at the prison. 2.7.3 PrisonerRecord Card This is the 'D'Division Records Centre basic record of all prisoners. The card records the history of the prisoner since first entering a Victorian prison. There may be more than one card for each prisoner. Details on the card include personal descriptive information, a record of the prisoners sentences, offences, court appearances and movements while In prison.

2.7.4 IndexCards These are cardsgiving the names of all prisoners and the date first received into prison (either at Pentridge or any other Victorian prison). Cards are maintained in alphabetical order. 2.8 Medicaland psychiatric Records; Medical Records: Medical records arekept on a large number of prisoners and are maintained by Health commission officers. Any request for access to these records should be made to the Health Ccmmission. PsychiatricRecords: psychiatricrecords are treated only on a small percentage of prisoners and usually at the request of the Courts. At Pentridge 'GfDivision is the psychiatric and medical clinic and it is in this Division that the psychiatric records are kept. The records for ^oth male and female prisoners are maintained here. Only Mental Health psychiatric staff of the Health Gcmnissicn have access to these records and, there is no cross reference to other records that are held on the prisoner. Any request for access to these records should be made to the Health Ccnmission. 2,9 Personneland Position Piles and Cards 2.9.1 Personnel information isstored alphabetically, on cards and files; the personnel cards sutmarise information contained in the files, such as age, address, and employment history* Every permanent and temporary position has a corresponding file and card. 2.9.2 Position information relatesto particular working positions within the Office. The position cards list the establishment of each of Office of Corrections divisions, i.e. lists all those involved in the Manpower information Program. Every permanent position in the office is described by a 9 digit number. Each of these numbers has its own file, vftich details wf» has held that position, what work is involved in that position, selection reports, and includes any related documents, 2.9.3 PersonnelPolicy Pilesare part of the Office's Central Registry, and are indexed and administered in the seme way as "General Policy Correspondence" files. 2.9.4 Filesare also kept alphabetically for people who have left the employ of the office of Corrections; these are described as "non-current* personnel files. The above files are used for the routine administration of the Office of Corrections. 2.10 Miscellaneous 2.10.1 Fileson Departmental Cars; files are maintained for evjry car operated by the Office. These files contain all documents relating to each car, such as repair bills, maintenance details and copies of registration papers. These files are stored by the office of Corrections Transport Officer, in numerical car number-plate order, 2.10.2 MasterCopies of Outwards Correspondence: the Ministry retains "white" oc "box* copies of all outwards correspondence. These copies are filled in the Central Registry in chronological order. This system is of most use for office staff, who can confirm correspondence details. This system is onlyusable when the date of correspondence is known. The Central Registry stores all "white copies" for 12 months after letter has been sent. 2.10.3 PreOffice of Corrections; There are aconsiderable nunber of files created before October 1983 when the functions of Office of Corrections were undertaken by Dept, of Conmunity Welfare Services, These files originated from the prisons Division Registry, Central Administration Registry Of D.C.W.S., Personnel Branch and Stores and Property Branch, There are approximately 2500 files. The files are being gradually absorbed into the K.w.o.c. system within Office of corrections central Registry. A list of their file numbers and contents is kept in the Central Registry and must be consulted beofre the file can be located in the stroage system. Sane of these files are rarely used.

FOI ARRANGEMENTS Published Information onFOI Statement onOrganisation and Functions - see summary in Victorian Ga*emnontDirectory,A detailed statement is available tor purchase (costs 20c per page) from the Department's Nominated Officers (pm below) and for inspection at the law Department, Public Record Office* State Library and Parliamentary Library, Statement onCategories of Documents - available for purchase (cost: 20c per page) frcm the Office of Correction’s Nominated Officers (see below) and for inspection at the Law Department* Public Record Office* State Library and Parliamentary Library, Statement on FOIArrangements - available free of charge from the ooc's Nominated Officers (see below) and for inspection at the Law Department, Public Record Office, State Library and Parliamentary Library, Staterrcnt onPublicity Services - available free of charge from the ooc's Nominated officers and for inspection at the Law Department, Public-Record Office, state Library and parliamentary Library. Documents available £oc inspection or purchase from the Departments Ncminated Officers (p.o.a.). Statement onReports, etc, - available for purchase (costs Sc per page) from the OOC's Nominated officers and for inspection at the Law Department, Public Record Office, State Library and Parliamentary Library. Currency of Statement - 5 July 1984 wncein vgrretnufra PDI ACCESSARRANGEMENTS 3, Accessto information is obtainable only through written request, as detailed in Section 17 of the Act, and the handling of applications by the Office of Corrections follows a strict pattern* 3.1 Applicationsshould be in writing, detailed and as specific as possible, so that the Information Officer can quickly identify and search the relevant docunents. you can request photocopies of documents# to inspect the documents in the 00C, or such other measures as ate appropriate to your application. in respect ofPrisoners making requests the Office of Corrections will only supply photocopies, because of the difficulty in providing physical access, A ’■document"can be a single paper, or an entire file, or even information gathered fran a computer ~ this is set out in Section 5 of the Act. Information held in the OOC can be factual (information identified in responsei to clients), <* or evaluative (material designed to analyse information, such as reports)* It should be notedthat the Government has specifically exempted the Adult Parole Board from the provisions of the foi Act. Accordingly itis not possible to obtain parole Board documents under foi. 3.2 Howdoes the ooc handle requests? All agencies have an officer directly responsible for poi requests. This officer must reply to your application within the regulated 45 days. The Officer acknowledges your request in writing, and quotes the file nuiber under vrtiich your application is processed,

  • 3 - Staternejit

Office of Corrections •The Officeridentifies and locates the relevant documents, searches them, and arranges for your access to the documents. accjss is as far as practicable, given in the form you have requested (photocopies, etc.) except in the case of prisoners* Vte then send you what is knew? as an "Access Decision" letter* which details the action m have taken on your behalf* and what charges may apply to your request (see belt*)* 3.3 .sone requests are not so straight, forward as. this, Sane- times, theapplication has not been specific enough for the Information Manager to identify and locate the relevant files? we may need you to clarify your request* or sometimes find that the documents requested do not exist (section 3). stsetimes, a request is referred to another agency (Section' 18). in these cases, the information Officer sends another letter* detailing any problems in processing your request, The QQC is obliged,'to ta'Ke all possible steps to help with your request for' access to. Information'. 3.4 sometimes,.the OOC cannot grant full or partial access to documents. These types of documents ate detailed in Part Four of the Act, it is the responsibility of the 00C*s Information Officer, after consultation to identify such documents and to set out the reasons for this exempt status to you in the "Access Decision" letter. Under the Act, you may apply for an "Internal Review" Of this decision, Which is conducted by the ooc permanentHead. Further appeals to the onbudsman or the County Court can be made under Part 6 of the Act. 3.5 .The Act was not designed as a revenue-making measure? it specifies, that access to- information'be provided' at the lowest reasonable' cost, ' These charges are regulated' thus?-

1, Photocopyfees;20 cents per Mpage. 2, SearchFees#where the OOC has to identify end locate documents*. $20.00 per hour, 3, SupervisionFeesrvtoere a document is inspected by the : applicant within theOOC : $5 per 15 minutes. 4, Deposits, a deposit of $25may be requested before the OOC will grant access, where charges will be substantial, 5, MaximumCharge,a maximum charge of $100 applies, excepting computer stored information as falling under Section 19 of the Act. 3.5.1 Thesecharyes will be waived if the applicant is a Member of parliament, if the information was accessed in the public interest, car if the applicant is impecunious, (Section 22), 3.5 2It is the aim of the FOI Act to make the maximum amount Of informationavailable to Victorians, promptly and inexpensively, Your written FOI requests should be as specific and precise as possible so that the request can bet processed: efficiently. Amendment ofPersonal Records 3.6 Applicantscan request the correction of any information hold on their file, where they consider th3t this informatics is inaccurate, incomplete, or gives a misleading impression. Vhero the managementcannot agree concerning the proposed 'amendment#■ theapplicant shall b e entitled to place in his/her personal filer a concise statement of the reasons for their disagreement with tive disputed information, Requests must be written, and identify the info^.'ation alleged to be

inaccurate,incomplete, or misleading, contain reasoned argument as to why they feel the information to be so, and the applicant's suggestion for amending the record to amend the alleged deficiency, 3.7 Furtherinformation 'say be obtained from; 1. 2. 3, 4, Freedom ofinformation Act, 1982 Freedom of information Handbook Freedom of information (Access Charges) Regulation, 1983 Freedom ofinformation (Prescribed Authorities) Regulations, 1983,which are available iron the Victorian Government Bookshop. Bgninated officer of the,Office' ofCorrections 3.8 Requestsfor access to documents in. the ooe under the Freedom, of information Act 1983 are the .responsibility of the Office's information officer, Mr Robert Armstrong. Bequests forinformation must be placed in writing and addressed* MR E AtWSKJNB INFORMATION OFFICER OFFICE OF CORRECTIONS 55 SWANSJUN STREET MEfBOORNE 3000

PUBLICITY SERVICES 4.1 The office of Corrections publishes a regular Staff newsletter, available on a free mailing list to all staff members. There are no publications available to the public on subscription or free mailing list, There are* however, a nunber of posters and monographs available fron the Off ice of Corrections free of charge. 4.2 publications availables Publication Title Prisonsin Victoria ;A Surmary. Historyof Prisons in Victoria. CcrrrnunityService Order Scheme Attendance Centres Posters Panphlets Information Sheet prisons inVictoria Newsletter Focus on Prisons, 'XMS Newsletter No. 14,1983. Ministerial Statement Cownunitywelfare Priorities (Extract from parliamentary Debates, legislative Assembly, 7 December 1982). 4.3 The Annual Report of the Office of Correctionsis available from the office's Publicity officer, free o£ charge. Currencyof Statement * 5 July 1984

PROCEDURESAftD GUIDELINES 5. The Office ofCorrections is subject to the legislative provisions of theCommunity Welfare Service** Act,1970, and Regulations. It also issues procedures and guidelines in the following formats s Manuals, Director-General's Circulars, Standing Orders, local Orders and policy statements. The Office operates in an area where it is some tunes necessary for decisions to be made quickly. Thus the following list of documents may not be comprehensive, and all policies are at present under review. „ 5.1 Manuals Reviewand Assessment Cormittee Manual Temporary Leave Manual Pre-ReleaseProyranne - Policy and Procedures Manual (1983) 5.2 Director-General'sCirculars There areapproximately 400 Director-General's circulars covering a range of subjects currently in force. The following is a brief guide to the subjects with which they deal; Accounting andFinance Actsand Regulations AdministrativeProcedures and Staffing CommunityCorrections Services and Courts Police prisoners Safety procedures Security Stores and Property Currency of Statement - 5 July 1984

. _ 2 - ------- - Office of Corrections Sane of thesecirculars may not be made available to the public. A complete list of these Circulars is available frcm the Management Division. Many of these Circulars are currently being reviewed, and revised versions will soon be in force. 5.3 StandincOrders These vary fromprison to prison, although an effort is made to ensure consistency across the State. They state the duties of officers in ail positions in each prison. They clearly define duties at any one time, there such duties are to take place, and any special feature of a particular duty or procedure. They also contain fire orders, and other emergency procedures. They are prepared by the Governor or each prison, and approved by theDirector-General. (Governors) LocalOrders(also known as interim Orders) These are interiminstructions issued by the Governor of a prison to deal with (hanging circumstances within the prison. They remain in operation only for a specified period of time, and at the date of expiry they either lapse or are incorporated into the prison’s Standing Orders, 5.4 PolicyPapers Policy papers arenot often written in the Office of Corrections. policy Position ofthe Department of Community Welfare Services in Relation to the Legislative Proposals of the Australian Royal Ceranission of Inquiry into Drugs (August 1983),

Entry in the Victorian GovernmentDirectory 1984 Office ofCorrections The Office ofCorrections is a separate Office with a Director-General directly responsible to the Minister for Catmunily Welfare Services. The Office of Corrections is responsible for all adult correctional proyrames and facilities in Victoria,including prisons, attendance centres, the Adult CourtAivisocy service, parole, probation and offenders under community service and pre-release attendance orders. Director-General Mr Bill Kidston (Permanent Head) Tel: 6536 578 DeputyDirector-General Vacant Management Services Management Services providesackninistrative services and systems to facilitate departmental operations. Director: Mr Geoff Drury Tel: 6536 575 StrategicServices Strategic Services provides research,planning Director: Mr ChristopherFoley-Jones Tel: 6536 582 Office of Corrections Prisons prisons Division isresponsible for the efficient and effective management of Victoria's14 prisons, and for the co-ordination and delivery of correctional progratmes undertaken by corrective institutions. Directors Hr Barry Apsey Tel: 6536 567 Caimunity BasedCorrections Caimunity BasedCorrections Division is responsible for the development, co-ordination and delivery of a range of nan-custodial programaes at regional and local levels. Director: MrDenbigh Richards Tel: 6536 564 Adult Parole Board (Statutory) 55 Swanston Street, Melbourne 3000. Tel: 6536 463 Chairman ; The Hon.Sir John Starke Tel: 6536 463 Secretary : Mr JohnLamovie Tel: 6536 463 The Adult ParoleBoard exercises its powers and performs its functions pursuant to the provisions of Division 4 of Part VIII of the Conmunlty Welfare Services Act1970. The Board considerscases of people who have been sentenced to imprisonment when a minimun terra has been imposed by the court* it is responsible for matters arising from breach of parole and the question of re-parole. The Board is also required to report to the Minister on prisoners held at the Governor’s Pleasure. It reports annually to the Minister on the operation and activities of the Board and parole officers during the year. CorrectionalServices Council(Statutory) 176 WellingtonParade Bast Melbourne3002 Tel; 651 7350 As frcm 30 September1983, the C orrectional Services Council (Statutory) has been suspended pending renewal of membership and amendments to operations.

Facts about "Community Welfare Services minister"RDF feed
Acts administeredAdoptionof Children Act 1964 +, MentalHealth Act 1959 +, Freedomof Information Act 1982 +, PublicService Act, Regulations and Determinations + and PublicAccounts and Stores Regulations Act 1958 +
AddressHeadOffice

55 Swanston street

MELBOURNE 5000
FOI statements year1984 +
Principal OfficerMr. Brian ROTTERWORTH +
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