Additional guidance documents and templates to help CIMS users.
On this page
Primary policy guides for CIMS
Collection notices
Incident investigations and reviews
Out of Home Care guidance for service providers and carers
Primary policy guides for CIMS
Incidents submitted in CIMS before 9 December 2024
Incidents submitted before 9 December 2024 must complete the investigation or review specified for the incident type in the Client incident management guide (CIMS) (word).
Incidents submitted in CIMS after 9 December 2024
Incidents submitted after 9 December 2024 must follow the policy requirements described in the Client Incident Management System: policy and guidance (Word).
- Guidance: Writing an effective CIMS incident report - August 2021 (Word)
- The CIMS Quick Reference Guide (A5 purple flip booklet) allows service providers to quickly identify CIMS reporting requirements. It has been updated to reflect the new policy, and is available for viewing and printing: Quick Reference Guide (PDF).
Collection notices
A collection notice explains to individuals the purpose for which their information is collected, and how the organisation will use and handle the information.
Information on collection notices is on the Office of the Victorian Information Commissioner’s website and section 3.6 of the CIMS policy and guidance (word).
Templates are available below:
Incident investigations and reviews
Investigations
An investigation must be undertaken for major impact incidents of the following incident types:
- any abuse, including sexual exploitation – grooming, when the subject of allegation is a staff member (staff-to-client incidents)
- any abuse, including sexual exploitation – grooming, that occurs between clients (client-to-client incidents)
- neglect, or
- unexplained injury.
Policy requirements and guidance for conducting investigations is available in Chapter 4 of the CIMS policy and guidance (word).
An e-learn on how to conduct investigations is available on the CIMS learning and development web page for new and infrequent investigators.
From 9 December 2024, investigation substantiation is based on the incident type definition (Appendix 1 of the CIMS policy and guidance). The impact on the client (Major / Non-major) does not need to be included in the substantiation decision, unless it is directly referenced in the incident type definition.
Templates that set out the minimum investigation requirements are available below.
- CIMS investigation plan template (word)
- CIMS investigation report template - general (word)
- CIMS investigation report template - client to client (word)
CIMS policy requires service providers to advise key participants of the allegations and the outcomes of investigations. Further detail can be found in Chapter 2.2 of the CIMS policy and guidance (word).
Template letters are provided below which capture the minimum requirements:
- Notice of CIMS investigation template - for clients (word)
- Notice of CIMS investigation template - subject of allegation (word)
- Notice of CIMS investigation outcome template - for clients (word)
- Notice of CIMS investigation outcome template - subject of allegation (word)
Investigation templates from the previous policy for incidents submitted in CIMS before 9 December 2024:
- CIMS Incident investigation report and response plan (word)
- Investigation outcome and case review template (word)
- CIMS short form investigation and review tip sheet (Word)
- Request for extension of due date for an incident investigation or root cause analysis review (word)
Reportable Conduct Scheme (RCS) and Client Incident Management System (CIMS) investigations
A Reportable Conduct Scheme (RCS) investigation is accepted by the department in lieu of a CIMS investigation for any incident that meets the criteria for both CIMS and RCS.
Information about the RCS is available in 3.7 and 4.4 of the CIMS policy and guidance (word).
The template below supports the minimum requirements for submitting an RCS in lieu of the CIMS investigation report.
NOTE for department staff only: the department RCS policy, templates and guidance including how to complete an RCS in lieu of a CIMS investigation can be found on the RCS SharePoint page.
Incident reviews
An incident review must be conducted for all major impact incidents that do not require an investigation.
Information that sets out the minimum requirements for when and how an incident review should be carried out is in chapter 5 of the CIMS policy and guidance (word).
A template that supports the minimum requirements of an incident review is below:
Review templates from the previous policy for incidents submitted in CIMS before 9 December 2024:
Out of Home Care guidance for Service Providers and Carers
These documents provide additional information and assistance for service providers in their reporting of incidents for Out of Home Care and the role of carers. Guidance template documents are also included to assist in the management of carers.