Information for AOD report writers on the panel

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How AOD report writers are engaged

Approved AOD report writers may be engaged to prepare reports that are either ordered by a judge or requested by a lawyer. The number of reports a report writer is asked to complete will vary. 

If a judge orders a report - the court registry will contact an approved report writer from the panel to request a report. The court registry will check the report writer's availability and any conflicts of interest. 

If a lawyer requests a report - the lawyer will contact an approved report writer from the panel to request a report. They will check their availability and for any conflicts of interest. 

Once the report writer has agreed to complete the report, they will receive an engagement/ referral letter from the court registry or lawyer. The engagement/ referral letter will include the fixed rate, relevant case details and the report due date.

Reports must be submitted to the requestor no later than 13 working days before the scheduled sentencing date. 

What the AOD report must include

Approved AOD report writers must use the Ministry-approved AOD report template. The report template and guidance are available here: AOD report template and guidance [DOCX, 57 KB]

The report template and guidance set out expectations about the content, structure and presentation of the report. The template will ensure that AOD reports provide the courts with consistent information.

Rates and payment

The fixed rate for a report is $900 (plus GST). 

For information about travel and any other additional expenses, please read the AOD Standard Terms and Conditions [PDF, 329 KB]

After completing a report

The report writer must send the report and invoice to whoever commissioned the report. 

For example:

  • if a court commissioned the report, send the report and invoice to the court registry
  • if a lawyer commissioned the report, send the report and invoice to the lawyer. 

Invoicing

The invoicing process depends on who commissioned the AOD report. 

Clause 12 of the Standard Terms and Conditions has more information on payment and invoicing. It is available here: AOD Standard Terms and Conditions [PDF, 329 KB]

If a judge orders a report

The court registry will arrange the report with the approved AOD report writer. 

Before submitting the first invoice - the report writer must be set up as a Ministry of Justice supplier. As part of this process, the report writer will need to complete the MOJ creditor form.  [PDF, 192 KB]See the Supplier Welcome Pack for information about becoming a supplier.

Once the report writer is set up as a supplier:

  1. Send the completed report to the court registry that requested it.
  2. Include the Buyer Reference Number (BRN) on your invoice. Report writers can request the BRN from court registry staff. The BRN will begin with C.
  3. Send the invoice to: crownaccounts.payable@justice.govt.nz

A BRN is only required for court-ordered reports. The BRN is not required for reports requested by a legal aid lawyer or Public Defence Service (PDS) lawyer.

If a lawyer requests the report

If a legal aid or Public Defence Service (PDS) requests the report, send the completed report and the invoice to the lawyer who requested it.

Security and privacy

AOD reports contain personal information about the offender. Report writers must have appropriate security and privacy protections in place to keep this information safe.

The Standard Terms and Conditions detail the Ministry’s information security and privacy requirements.

These guides provide more information on how to meet the Ministry’s requirements:

Privacy guidelines for providers of justice services(external link)

Best practice guidance for third party vendors(external link)

Health and safety

When preparing AOD reports for the panel, report writers may work with people experiencing difficult circumstances whose behaviour may be unpredictable. Report writers should have strategies in place to support both their physical safety and wellbeing. This could include:

  • selecting in-person meeting places carefully
  • using risk assessment and management tools to plan assessments
  • having appropriate support or supervision in place.

Court and Justice System training modules

It is important that report writers have a good understanding of how the courts work. The Ministry has free Court and Justice System training modules available for all providers. These are recommended if you are new to writing reports for the court. They may also have information that is helpful if you are an experienced writer.

The training modules are available at: Learn about the justice system(external link)

Conducting assessments with participants in prison

If a report writer needs to arrange an audio-visual link (AVL) or face-to-face assessment with a participant in prison to prepare an AOD report, see Department of Corrections - Legal visits (external link)for information about arranging an appointment.

Standard Terms and Conditions

The Standard Terms and Conditions for AOD report writers outlines details about the AOD Report Writers Service including how reports are requested and the fixed rate for a report. The Standard Terms and Conditions are available here: AOD Standard Terms and Conditions [PDF, 329 KB]

Resources

Use the links below to find key resources:

AOD report template and guidance [DOCX, 57 KB]

MOJ creditor form [PDF, 192 KB]

AOD Standard Terms and Conditions [PDF, 329 KB]

 
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