Child Safe Policy

Commitment to Child Safety

Dural Musical Society Incorporated (the Organisation) is committed to ensuring the safety and wellbeing of all children and young people involved in its productions. The safety of children and young people is paramount, and all committee members, production teams, cast members, and volunteers are responsible for supporting their inclusion, supervision, identity, cultural safety, rights, and voices at all times. We strive to create safe environments where children and young people are meaningfully involved in decisions that affect them. All committee members, production teams, cast members, and volunteers understand their responsibilities in identifying and reporting any suspected child abuse or neglect to the appropriate authorities. Mandatory reporters acknowledge their duty of care to report any concerns regarding the safety of a child or young person. Child safety is everyone’s responsibility.

Policy Scope

This safeguarding policy applies to all individuals aged 18 years and over who are engaged by the Organisation and who work alongside children and young people. The policy outlines the Organisation’s commitment to safeguarding children and young people and promoting their safety and wellbeing while participating in activities associated with the Organisation.

Legislative, Regulatory, and Policy Context

The Organisation acknowledges that it has legal and moral obligations to contact authorities when there is a concern regarding the safety of a child or young person. The Organisation is committed to preventing all forms of child abuse, to identifying risks to children and young people, and to reducing, and, wherever possible, removing, these risks as soon as possible. The Organisation has a zero-tolerance policy of child abuse. The Organisation acknowledges its legal obligations under:

The Child Protection (Working with Children) Act (2012);
The Child Protection (Working with Children) Regulation 2013; and
the Working with Children Check requirements set out by the Office of the Children’s Guardian.

The Organisation is also committed to ensuring the National Principles for Child Safe Organisations (2019) are embedded into all aspects of its operations. These principles guide the Organisation’s practices, decision-making, and interactions, ensuring that the safety, wellbeing, and participation of children and young people are central to all activities.

This policy should be read in conjunction with the Organisation’s constitution and other policy documents, which are available at www.duralmusicalsociety.org.

Duty of Care:

The Organisation has a duty of care to ensure that appropriate processes are in place to prevent acts or omissions that may place children and young people at risk of harm.

The Organisation:

takes all reasonable steps to ensure that children are safe from abuse and always feel safe while participating in activities;
ensures all members, volunteers, contractors, and employees understand their roles and responsibilities in protecting the safety and wellbeing of children, including the obligation to act where they have the authority or responsibility to reduce or remove a substantial risk of child abuse;
ensures that all members, volunteers, contractors, and employees aged 18 years and over understand their reporting obligations, including the requirement for non-mandatory reporters to report to police where they form a reasonable belief that a child abuse offence has been committed; and
requires all members, volunteers, contractors, and employees aged 18 years and over who have direct contact with children to hold and maintain a current Working with Children Check (WWCC).

Failure to Protect:

An offence applies where there is a substantial risk that a child or young person, who is under the care, supervision, or authority of an organisation, will become the victim of a sexual offence committed by an adult associated with that organisation. A person in a position of authority within the organisation commits an offence if they are aware of such a risk, have the power or responsibility to reduce or remove it, and negligently fail to take appropriate action.

Failure to Disclose:

The offence of failure to disclose applies to adults who have information that leads them to form a reasonable belief that another adult has committed a sexual offence against a child or young person. Such individuals must report this information to police as soon as practicable, unless a reasonable excuse applies or an exemption exists. A reasonable excuse may include concerns for personal safety or a reasonable belief that the information has already been reported to appropriate authorities, such as police or a child protection agency. It does not include concerns about reputational or financial impact.

Definitions of Child Abuse

Child abuse refers to any act or omission that results in, or is likely to result in, harm to a child or young person. A child is a person who is under sixteen years of age, and a young person is a person who is aged sixteen years or above but who is under the age of eighteen years.

Child abuse may include one or more of the following forms:

Physical Abuse: The non-accidental use of physical force against a child or young person that results in, or has the potential to result in, harm. This may include actions such as hitting, shaking, burning, or otherwise causing physical injury.
Sexual Abuse: Any act that exposes a child or young person to, or involves a child or young person in, sexual activity that is exploitative, coercive, or inappropriate to their age and development. This includes both contact and non-contact behaviours, such as grooming (the process where a person manipulates a child or group of children, and sometimes those looking after them, including parents and carers, to establish a position of trust so they can later sexually abuse a child), exposure to sexual content, or exploitation.
Emotional or Psychological Abuse: A pattern of behaviour that harms a child’s or young person’s emotional development or sense of self-worth. This may include verbal abuse, intimidation, humiliation, isolation, or repeated rejection.
Neglect: The failure to provide for a child’s or young person’s basic physical and emotional needs, including adequate supervision, nutrition, shelter, medical care, and emotional support, where this failure results in harm or risk of harm.
Exposure to Family and Domestic Violence: Situations where a child or young person witnesses or is exposed to violence within the home environment, including physical, emotional, or psychological harm caused by domestic or family violence.

The Organisation recognises that child abuse can occur in any setting and may be perpetrated by adults or by other children or young people. All concerns must be taken seriously, and appropriate action must be taken in accordance with this policy and relevant legislation.

Definitions of Harm

Multidimensional Harm: Multidimensional harm occurs when a child or young person experiences more than one form of harm at the same time. For example, a situation involving sexual abuse may also include physical injury and emotional or psychological harm. These combined impacts can significantly increase the severity and complexity of the harm experienced by the child or young person.

Cumulative Harm: Cumulative harm refers to the impact of multiple adverse events or ongoing harmful circumstances over time. This may result from repeated exposure to a single form of harm, such as ongoing neglect, or from a combination of different harmful experiences, such as persistent verbal abuse, inconsistent or harsh discipline, and exposure to family or domestic violence. The effects of cumulative harm can be significant, even where individual incidents may appear less severe in isolation.

Responsible Persons

Safeguarding children and young people is a shared responsibility across all members of the Organisation. However, specific accountability for the management, oversight, and coordination of child and young person safeguarding matters is allocated to designated Responsible Persons, being the Organisation’s:

President;
Secretary;
Child Welfare Officer; and
Director of the current production

These Responsible Persons work collaboratively to ensure that child safe practices are consistently implemented, monitored, and reviewed across all the Organisation’s activities.

Responsibilities

The Committee of the Organisation is responsible for:

promoting a culture that prioritises the safety, wellbeing, and rights of children and young people;
collaborating with children, young people, and their parents and caregivers to maintain open communication, provide ongoing feedback, and deliver support, whilst fostering and promoting child-safe physical and online environments;
seeking and obtaining consent prior to using photographs, videos, or other images of children and young people for the purpose of promoting the organisation’s activities;
embedding child safe practices, including openness, accountability, and continuous improvement, in the prevention, identification, reporting, and response to child abuse and neglect;
ensuring all members, volunteers, contractors, and employees of the Organisation understand their legal and organisational child safe obligations;
implementing and maintaining appropriate recruitment, screening, and induction processes, including WWCC’s where required;
ensuring policies and procedures align with current legislation, best practice, and organisational learning, and are regularly reviewed;
providing accessible and child‑friendly complaints and reporting mechanisms;
supporting individuals involved in identifying or reporting child safety concerns, including through debriefing and access to appropriate supports;
monitoring, reviewing, and responding to incidents, complaints, and trends to inform continuous improvement;
ensuring child safety is included as a standing item on the committee meeting agenda;
ensuring adequate resources, training, and information are available to support effective implementation of this policy; and
participating in regular training, including training provided by the Office of the Children’s Guardian, to maintain knowledge and capability in child safeguarding.

All members, volunteers, contractors, and employees of the Organisation are responsible for:

understanding the signs and indicators of child abuse, harm, and neglect, and responding appropriately;
complying with this policy and all related requirements;
seeking guidance if they are unsure about their responsibilities or how to respond to a concern;
contributing to a safe, inclusive, and respectful environment for children and young people;
supporting a culture of openness, accountability, and continuous improvement by participating in discussions and providing feedback on child safe practices;
taking immediate action to protect children from harm, including reporting concerns in line with this policy and contacting emergency services (000) where a child or young person is at immediate risk; and
supporting colleagues and children or young people who raise or respond to concerns of abuse or neglect.

Supporting the Participation of Children and Young People

The Organisation is committed to supporting the meaningful participation of children and young people in community theatre, while always prioritising their safety and wellbeing, including by:

treating all children and young people with dignity and respect;
communicating in a clear, respectful, and age‑appropriate manner;
providing inclusive and welcoming physical and online environments that minimise the risk of harm;
promoting diversity and inclusion, and ensuring environments are free from discrimination;
creating opportunities for children and young people to be themselves, build positive relationships, and engage in shared creative experiences;
encouraging children and young people to express their views, and respecting those views;
actively seeking input from children and young people on matters that affect them;
listening to, and acting on, concerns raised by children, young people, parents, and carers;
encouraging and supporting children, young people, and their families to raise concerns or complaints;
ensuring children and young people understand their rights and the expected standards of behaviour for both adults and peers;
educating children and young people on who they can approach and what they can do if they feel unsafe;
ensuring members working with children are suitably skilled and supported to facilitate participation; and
seeking and using feedback to inform continuous improvement of child safe practices.

Valuing Diversity

The Organisation is committed to providing a culturally safe and inclusive environment where the diverse identities and lived experiences of all children and young people are recognised, respected, and valued. This includes a commitment to respecting the cultural safety and identity of Aboriginal and Torres Strait Islander children and young people, and children from culturally and linguistically diverse backgrounds. The Organisation actively promotes inclusion, access, and equity for all children and young people, including those with disability, neurodiversity, diverse gender identities, and sexual orientations. The Organisation seeks to remove barriers to participation and fosters an environment where all children feel safe, supported, and able to fully engage in activities.

Recruitment Practices

All members, volunteers, contractors, and employees of the Organisation are required to comply with this policy to the extent of their role and responsibilities.

Any individual who has direct, face‑to‑face contact with children or young people during the Organisation’s activities (referred to as a Child‑Facing Worker) must hold a valid WWCC, unless exempt under relevant legislation.

Prior to commencing, or continuing, participation in any activity involving contact with children or young people, a Child‑Facing Worker must provide evidence of their WWCC clearance to the Organisation by submitting:

their full name, date of birth, and WWCC number via email to the Child Welfare Officer’s email address.

There is no requirement for an individual to provide a WWCC number where a “barred” outcome has been issued. However, individuals who do not provide a valid WWCC number, unless exempt, will not be permitted to undertake any child‑facing role within the Organisation.

The Organisation will verify the status of all WWCC clearances in accordance with legislative requirements.

If a Child‑Facing Worker’s WWCC status changes, the individual must:

immediately notify the Organisation via the Child Welfare Officer’s email address; and
immediately cease acting as a Child‑Facing Worker until the matter is resolved.

Record Keeping and Oversight:

The Organisation will maintain a secure WWCC Register that records the following details for each Child‑Facing Worker:

full name;
date of birth;
WWCC clearance number and expiry date; and
date and outcome of verification.

Responsibility for the administration of WWCC compliance rests with the Child Welfare Officer of the Organisation, who will provide regular updates to the Committee. At least two Executive Committee members will be appointed as official contacts for WWCC matters.

Exemptions:

The Organisation may request evidence of exemption from individuals who are not required to obtain a WWCC under legislation.

Exemptions may apply in limited circumstances, including where:

the individual is under 18 years of age.

Supporting Members, Volunteers, Contractors, and Employees

The Organisation is committed to supporting members, volunteers, contractors, and employees to effectively safeguard children and young people. The Organisation will do this by:

providing information to all new members on the Child Safe Policy, and other relevant safeguarding policies and processes;
encouraging members, volunteers, contractors, and employees to participate in regular education and information sessions, where available, to maintain up‑to‑date knowledge of child abuse, reporting requirements, cultural competency, and relevant legislative or regulatory changes;
appointing a designated Responsible Person as the primary point of contact to provide guidance, advice, and support on matters relating to the safety and wellbeing of children; and
fostering a culture where all individuals feel supported, confident, and empowered to raise concerns, report complaints, and identify risks to child safety.

Communication

The Organisation will notify its members, volunteers, contractors, and employees, and any other relevant persons associated its activities, of this policy as follows:

publicly on the Organisation’s website at duralmusicalsociety.org at all times;
upon commencing employment, work, or engagement in other relevant activities for the Organisation;
during event briefings for significant activities coordinated by the Organisation that involve children or young people; and
upon request to the Organisation.

Child Safe Reporting

Reporting Obligations:

The Organisation has a responsibility to report suspected abuse where there is a reasonable belief that a child or young person is at risk of harm. A reasonable belief may be formed based on:

direct observation of a child or young person, or their environment;
information disclosed by a child or young person, parent, carer, or another person; or
professional judgement based on knowledge, training, or experience.

Where there is uncertainty, the Organisation adopts a precautionary approach and encourages reporting.

Immediate Response to a Disclosure:

Any person who receives a disclosure or forms a concern about the safety of a child or young person must:

prioritise the immediate safety and wellbeing of the child or young person, including removing them from danger where necessary;
seek urgent medical attention for the child or young person if required;
remain calm, listen carefully, and provide a supportive environment for the child or young person to speak;
allow the child or young person to share information in their own words, without interruption or leading questions;
reassure the child or young person that they have done the right thing in speaking up and that their safety is important;
not promise confidentiality, and explain that information may need to be shared with people who can help keep them safe; and
avoid attempting to investigate the matter or mediate between parties.

Documentation and Internal Reporting:

The individual receiving the disclosure or identifying the concern must:

make a clear and accurate written record as soon as possible, including:
- the date, time, and location of the disclosure;
- the facts of what was observed or reported, using the child’s or young person’s words where possible; and
- any actions taken;
report the matter as soon as practicable, and no later than the same day, to the nominated Responsible Person (e.g. President, Secretary, or Child Welfare Officer); and
maintain confidentiality, sharing information only as required.

External Reporting:

Where required, the Organisation will make reports to the appropriate authorities, including:

the NSW Child Protection Helpline (13 21 11), which operates 24 hours a day;
NSW Police, particularly where a criminal offence is suspected; and
emergency services (000) where a child or young person is at immediate risk of serious harm.

Support and Guidance:

Individuals may use available tools, such as the Mandatory Reporter Guide, to assist in determining appropriate action.

Members, volunteers, contractors, and employees of the Organisation will be supported throughout the reporting process, including by being given access to guidance, debriefing, and relevant resources.

Confidentiality and Record Keeping:

All reports, records, and information relating to child safety concerns will be handled confidentially and stored securely. The Organisation will retain records of allegations, investigations, and outcomes in accordance with legislative requirements, including long‑term record retention where applicable. Where required, records will be provided to the Office of the Children’s Guardian.

Risk Management

The Organisation adopts a proactive approach to minimising the risk of harm to children and young people. As part of the Organisation’s risk management processes, potential risks to child safety are identified, assessed, and managed across all activities. Risk management practices are regularly reviewed and updated to reflect changes in activities, environments, and emerging risks. Through these measures, the Organisation aims to create and maintain a safe, supportive, and child‑focused environment at all times.

Breaches of the Child Safe Policy

The Organisation has a zero-tolerance policy of child abuse, and all allegations and safety concerns concerning children and young people will be treated very seriously and consistently in accordance with this policy and related procedures. The Organisation takes all breaches of this policy seriously and will respond promptly and appropriately where non‑compliance is identified.

Any individual who fails to comply with this policy may be subject to disciplinary action, which may include suspension or termination of their engagement with the Organisation. Serious breaches of this policy, including conduct that may constitute abuse or harm to a child or young person, will be reported to the relevant external authorities in accordance with legislative requirements.

Review Process

The Organisation welcomes feedback on this Child Safety Policy and encourages all stakeholders to provide comments, questions, or concerns. Correspondence can be directed via email to cpofficer@duralmusicalsociety.org

The Organisation is committed to continuous improvement, and this document will be reviewed and updated periodically.