TL;DR: An Administrative Review Tribunal (ART) case conference is an informal, private meeting designed to help you and the NDIA reach an agreement on a disputed decision. This guide details what happens during the meeting, who will be present, and how you can prepare to advocate for your support needs.
What is an Administrative Review Tribunal case conference?
An Administrative Review Tribunal (ART) case conference is an informal, private discussion arranged by the Tribunal to talk about your NDIS review and explore whether an agreed outcome can be reached. This dispute resolution event is designed to be a collaborative space where a registrar, rather than a Tribunal member, helps the parties clarify their positions. A registrar is a qualified member of the Tribunal staff who is authorised to conduct specific case events and exercise certain powers of the Tribunal. The conference typically lasts for about an hour. During this time, the registrar guides you and the National Disability Insurance Agency (NDIA) representative to talk about the decision under review, identify and narrow the issues in dispute, and discuss any new evidence that has been gathered. It is a highly useful step that can resolve your dispute without the need for a formal, stressful hearing. However, there are instances where your review might skip this step. Starting from 1 August 2025, NDIS reviews where both parties have legal or professional representation, or where the case is deemed unlikely to resolve through dispute resolution alone, are listed directly for a case management directions hearing before a registrar instead of a conference. If you are preparing for this stage and require professional assistance, you can seek out Advocacy Support for NDIS Participants Facing Plan Disputes.
Who attends the case conference?
The case conference is attended by you (the applicant), your representative if you choose to have one, a representative from the NDIA, and any other official party involved in the review. You do not need a lawyer to represent you at any Tribunal case event. However, if you would like legal advice or formal representation, you must arrange this before the case event occurs. You can also bring a support person, such as a friend or family member, to sit with you during the conference. The discussion is facilitated by a registrar, who is appointed by the Tribunal’s Principal Registrar. If the review concerns a child participant, a parent or guardian can complete the application and represent the child. In cases where the child's parents are separated, you may need to provide copies of Family Court or Children's Court orders, and you might need the other parent's permission to act as the child's representative. If you have a plan nominee appointed to manage your NDIS funding or make decisions on your behalf, you must inform them that you have lodged an application with the ART. If you require an interpreter or have specific accessibility requirements, you must notify the Tribunal as soon as possible so they can accommodate you. For help with finding a suitable representative, you can consult Advocacy Groups and Legal Assistance: Where to Find Help with NDIS Challenges.
What NDIS decisions can the Administrative Review Tribunal review?
The ART can review most internal review decisions made by the NDIA under the National Disability Insurance Scheme Act 2013 (NDIS Act). To apply for a Tribunal review, the NDIA must usually have completed an internal review first. There is an exception to this rule: if you requested an internal review and the NDIA has not completed it within 90 days, you can lodge an application with the Tribunal without waiting for their decision. The types of decisions the Tribunal can review include a refusal to approve your NDIS access application, a disagreement regarding the statement of supports in your plan, and an NDIA decision refusing to reassess or vary your plan. They can also review decisions made about child participants and decisions appointing a plan or correspondence nominee. You should always check your official decision letter or email from the NDIA to confirm if your specific decision is reviewable. There are strict limits to what the Tribunal can do; they cannot investigate complaints about the NDIA's general conduct, nor do they have the power to change the law. Ensuring you understand your options is essential, especially when Empowering NDIS Participants: Advocating for Your Funding Rights Amidst Changes is your focus. For those with cognitive or developmental concerns, obtaining appropriate support is critical to Advocacy and the NDIS: Ensuring the Rights of People with Intellectual Disability.
What are the strict timeframes and application processes for a review?
You must lodge your application for an ART review within 28 days of receiving the internal review decision from the NDIA. There is no application fee to request a review of an NDIS decision. If you have missed this 28-day window, you can apply in writing for an extension of time, providing detailed reasons why your application is late. This request can be submitted alongside your online application. When you request an extension, the Tribunal sends a copy to the NDIA, which has 14 days to respond and state if they object. If the NDIA does not object, the Tribunal will generally decide on the extension without holding a hearing, but if they do object, a hearing will usually be organised. Applications can be lodged online, by calling 1800 228 333, by emailing reviews@art.gov.au, by sending a letter, or by visiting a Tribunal office in person. An improved online form introduced on 28 March 2025 makes this process easier by allowing you to move between sections, apply if an internal review has taken longer than 90 days, request extensions, and list multiple representatives. When applying, you must provide your name, contact details, representative details, the date you received the decision, a copy of the decision, and brief reasons why you believe it is incorrect.
How does a case conference differ from a directions hearing?
A case conference is a private, informal dispute resolution meeting, whereas a directions hearing is a brief case management event focused strictly on procedural issues. Both types of events usually last for about an hour and are primarily conducted by registrars. However, their goals are entirely different. The purpose of a conference is to facilitate a conversation where you and the NDIA can openly discuss your positions, look at new evidence, and see if you can resolve the case without further formal steps. A directions hearing, which is often the first case event scheduled, does not focus on reaching a final settlement. Instead, the Tribunal uses directions hearings to help the parties talk about the disputed decision, identify what further evidence is required (including through summonses), determine if dispute resolution like a conference or conciliation is appropriate, and schedule the next case event. From 1 August 2025, the Tribunal has changed its pathways: if both you and the NDIA are represented, or if your case is unlikely to be resolved through dispute resolution alone, the matter will bypass the conference stage completely and be listed for a directions hearing to reduce the number and duration of case events.
What happens during an interlocutory hearing?
An interlocutory hearing is a brief meeting conducted by a Tribunal member to resolve specific, contested legal or procedural issues before the main review proceeds. Unlike directions hearings or conferences, which are mostly run by registrars, interlocutory hearings are conducted by Tribunal members, who are the statutory decision-makers appointed by the Governor-General of Australia. These hearings do not decide the overall outcome of your NDIS plan or eligibility. Instead, they deal with specific legal roadblocks. This includes deciding whether the Tribunal has the jurisdiction (the legal power) to review your application, deciding on disputed requests for extensions of time, resolving legal questions, and addressing objections to summonses. This hearing is a formal legal step designed to clear up procedural disputes so that the rest of your review can progress smoothly.
What should you bring and how do you prepare?
To prepare for your case conference, you must read through all the documents you have been given and identify what further evidence is needed to support your case. You should carefully review your initial application, the NDIA's decision letters, and any internal review documents. One concrete next step you can take is to compile your timeline of NDIA communications and write down a list of documents you still need to obtain before the conference starts. If you have gathered any new relevant information after the NDIA made its decision, you should send it to both the Tribunal and the NDIA before the case conference, or make clear arrangements to get it. This is a continuous process, and you are permitted to keep providing new relevant information throughout the entire review. The registrar can also assist during the conference by helping to identify further evidence that needs to be gathered, including by issuing summonses if necessary.
What happens if you do not attend the scheduled conference?
If you are the applicant and you fail to attend a scheduled case event, the Tribunal may dismiss your application, which brings your review to an immediate end. If your case is dismissed because of non-attendance, the original NDIA decision remains in place, and the Tribunal cannot review it. If this occurs, you can submit a written request asking the Tribunal to reinstate your application. This request must be made within 28 days of being notified that your case was dismissed. If the Tribunal decides not to reinstate it, you cannot pursue the review further. If you are not the applicant but are a party to the review and you fail to attend, the Tribunal may remove you as a party and proceed with the review or make a final decision without your input. To avoid these severe consequences, always read your listing notices carefully, as the Tribunal writes to you to outline exactly when and where your case event will occur.
What are the possible outcomes and next steps after a case conference?
Following a case conference, your review will either resolve through a written agreement, progress to another dispute resolution event, or be listed for a hearing. If you and the NDIA manage to reach an agreement about the decision during the conference, the terms of that agreement must be put in writing, signed by all parties, and sent to the Tribunal to conclude your case. Alternatively, as the applicant, you can choose to withdraw your review application after the conference if you no longer wish to proceed. If you cannot reach an agreed outcome, the Tribunal will decide on the next step. This may involve scheduling another case conference, holding a conciliation (another form of dispute resolution), or listing the review for a formal hearing where a Tribunal member will make a binding decision based on the law and evidence.
Key Takeaways
- Submit Evidence Early: Gather and share all supporting documents with the Tribunal and the NDIA before the conference begins to ensure they are considered.
- Attend All Scheduled Events: Missing a scheduled case conference or directions hearing can lead to your application being dismissed and the original NDIA decision remaining final.
- Know Your Representation Rights: You do not need a lawyer, but you have the right to arrange representation or bring a support person such as a friend or family member.
- Be Aware of Path Changes: Understand that if both parties are represented or resolution is unlikely through dispute resolution, your case may be listed directly for a directions hearing instead of a conference.
Disclaimer: This article provides general information about the NDIS review and appeal process and is not intended as legal, medical or financial advice. NDIS rules, prices and timeframes change regularly — always check the official source before acting, and seek professional advice for your own situation.
Information current as at 10 August 2026.
