Child Safety & Wellbeing Policy

The Academy owner is responsible for implementing this policy, providing resources, keeping child safety records and making sure everyone understands their responsibilities. Kiran is the primary child safety contact and will coordinate responses, without replacing anyone’s obligation to report to authorities.

Coaches and volunteers must follow the conduct rules, act on risks and report concerns promptly. Parents and carers must support safe participation and respectful behaviour. Where a complaint creates a conflict of interest, the person complained about must not decide its outcome; SSBA will arrange an independent decision-maker and follow authority advice.

SSBA will review the policy at least annually and after serious incidents, feedback, changes to activities or relevant legal changes. Children and families will be invited to contribute. Outcomes and improvements will be shared without disclosing private incident details.

SSBA respects Aboriginal and Torres Strait Islander children’s identities, cultures and connections to community. Children will be supported to express their culture, and racism will be challenged and addressed.

We welcome children of all backgrounds, abilities, religions, genders and sexualities, including children with disability and children who need language or communication support. Coaches will discuss reasonable adjustments with children and families, make reporting accessible and respond to different needs without singling children out.

Children will be asked what helps them feel safe, encouraged to make friends and offered age-appropriate explanations of their rights, body boundaries and how to get help. Parents and carers will receive this policy and information about supervision, communications and complaints, and may provide feedback at any time.

Before a person starts a child-related role, SSBA will assess their suitability through identity, relevant qualification and reference checks, including questions about working safely with children. Required Victorian Working with Children clearances, or a valid legal exemption, must be verified and recorded. Paid roles require the appropriate clearance type. A clearance alone does not establish suitability.

SSBA will monitor clearance status and expiry, maintain required organisation and worker records and comply with applicable WWC Connect and training requirements as they take effect. Anyone prohibited from child-related work must not perform that work.

Coaches and volunteers will receive induction and ongoing guidance on this policy, cultural safety, recognising harm, professional boundaries and reporting. They must acknowledge the conduct rules and disclose relevant changes affecting suitability or clearance promptly.

• Treat children respectfully. Use constructive feedback; never use humiliation, threats, physical punishment, sexual comments or degrading language.
• Do not groom, exploit, favour or form inappropriate personal relationships with children. No secret-keeping, inappropriate gifts, sexual behaviour or contact outside legitimate coaching activities.
• Keep coaching observable and interruptible. No isolated sessions behind closed doors. Individual coaching must occur in an open venue with a parent, carer or another suitable adult able to observe.
• Explain any coaching-related physical assistance and seek the child’s agreement. Use demonstration and verbal instruction first. Contact must be necessary, appropriate and brief; stop if a child is uncomfortable. Emergency assistance is provided when needed to protect safety.
• No alcohol or illicit drugs during child-related activities. Do not participate while impaired.
• Address bullying, racism and harassment, including between children. Do not dismiss concerning behaviour as a joke or part of sport.
• No private transport of a child by a coach or volunteer as a routine arrangement. Any exceptional arrangement requires documented parental authorisation, risk controls and no isolated adult–child travel.

SSBA will assess risks before activities, including shared venues, court layout, equipment, participant numbers, age, ability and supervision needs. Adequate supervision must be arranged; unsafe activities will be modified or stopped. Venue rules and emergency arrangements must be understood, and third-party services assessed for child safety risks.

Attendance, emergency contacts, relevant medical needs and authorised collection arrangements will be recorded. Families must arrange collection at the agreed time and notify changes. A child awaiting collection must remain supervised in an open area; contact carers and escalate to emergency services if safety requires it.

Children’s privacy in toilets and changing areas must be respected. No photography or unnecessary adult presence there. Any necessary assistance must follow an agreed, observable arrangement appropriate to the child’s needs.

Use safe equipment, suitable footwear, age-appropriate drills, hydration and rest breaks. Stop play after injury or concerning symptoms, provide appropriate first aid, call emergency services when needed, notify carers and record the incident. Children must not be pressured to train through pain.

Routine communications about juniors will go through a parent or carer using academy channels. Any necessary communication with a child must include their parent or carer, be relevant to coaching and remain transparent. No private social-media friendships, disappearing messages or secret conversations with children.

Obtain documented parent or carer consent and the child’s agreement before taking or publishing identifiable photos or video. Explain the intended use and offer a genuine choice to decline without affecting participation. Blurring faces does not replace consent where a child can still be identified.

Do not publish children’s full names, personal contact details, sensitive information or location details that create safety risks. No images in changing areas or toilets. Use academy-controlled storage, restrict access and respond to consent withdrawal by stopping future use and removing material from channels SSBA controls where practicable.

Collect only information needed for participation and safety. Restrict access to authorised people, store it securely, retain it for applicable legal and operational requirements and dispose of it securely when permitted.

1. Protect immediate safety. Stop unsafe activity, arrange support and call 000 if someone is in danger or urgent medical help is needed.
2. Listen calmly. Take the child seriously, reassure them they did the right thing and explain what happens next. Do not interrogate, ask leading questions or promise secrecy.
3. Record accurately. Note the child’s own words, relevant dates, observations and actions as soon as possible. Keep evidence secure; do not circulate allegations or suspected illegal images.
4. Report promptly. Contact Police for suspected criminal abuse and Child Protection where a child may need protection. Follow legal reporting duties and authority guidance. Internal reporting must not delay an external report or depend on proof or owner approval.
5. Support and manage risks. Inform carers unless this could increase risk or interfere with an investigation; seek authority advice where unsure. Provide a support person and communication adjustments. Restrict the alleged person’s access where needed, without treating protective steps as a finding of guilt.
6. Follow through fairly. SSBA will acknowledge non-emergency complaints as soon as practicable, explain the process and keep the complainant informed where lawful. Police and Child Protection investigate suspected abuse; SSBA will not conduct its own investigation that could compromise their work.

Reports will be handled respectfully, with privacy and procedural fairness. Information may be shared with authorities or others who need it to protect a child; absolute confidentiality cannot be promised. Retaliation against a child or adult who raises a concern is prohibited.

SSBA will check and meet any applicable statutory reporting and notification requirements, including the Reportable Conduct Scheme if it applies. Breaches may result in supervision changes, suspension, removal from activities or termination of engagement, alongside referral to authorities where appropriate.

SSBA will maintain a child safety risk assessment, signed conduct acknowledgements, recruitment and clearance records, consent and attendance records, an incident and complaints register, and training and review records. Procedures will be available to coaches and volunteers, and children and families can request an accessible explanation or a copy of the policy.

This policy supports implementation of Victoria’s Child Safe Standards. Publishing it is one part of the work: the Academy must also implement, monitor and improve the practices described here.