Closing a case

Follow this procedure when a case is ready to be closed.

Document ID number 1032, version 5, 19 November 2019.


For further information see Closure phase - advice.

This procedure describes the process to follow when finalising and closing a case.

Following a decision to close the case, it is moved to ‘closure phase’ in CRIS.  Actions are defined by the circumstances of the case, including the immediately preceding phase.


Case practitioner tasks (for cases beyond intake phase)

  • Visit the client and family to discuss the closure decision and process – the client should be seen no more than 10 days before case closure.
  • Write to clients and their parents confirming the closure decision.
  • Confirm and communicate the continuing roles and responsibilities of services, family members and all parties.
  • Arrange a case closure meeting where there are multiple services involved and, where required, confirm lead case management responsibility after child protection involvement ceases.
  • Confirm that policy and protocol requirements relevant to the case have been met and if they have not, undertake relevant action for:
    • Aboriginal children – consult with ACSASS when considering closing a case.
    • Reports about children in contact with a sex offender (NCOS/ANCOR reports) – see procedure Child in contact with a sex offender.

For further information about additional requirements for Aboriginal children see procedure Additional requirements for Aboriginal children.


  • Check that financial issues are resolved and submit cease carer payment documents if required.
  • Complete the financial notification to support ongoing payment where a permanent care order has been made.
  • Review the case to make sure that relevant exit planning is complete and sufficient:
    • leaving care plan
    • permanency of care arrangements / transition to permanent care
    • long-term care planning.
  • Review protocol requirements and make sure allied programs and key services are informed before case closure:
    • individual and family support
    • school/preschool
    • mental health and other treatment services.
  • Notify CPLO and  the Children’s Court if required.
  • Complete CRIS requirements, including:
    • checking that all documents are finalised/issued
    • documenting records of activity, decisions and rationales.
  • Review the paper file and make certain that original documents to be retained are filed if required.
  • Complete administrative requirements for paper file storage if required.

Supervisor tasks

  • Provide ongoing supervision and consultation.
  • Approve the case closure plan.

Team manager tasks

  • Endorse case closure.

Principal practitioner

  • Endorse key decisions and case closure for report about a child in contact with a sex offender.