Quakers Australia Child Protection Committee

The Child Protection Committee, with assistance from the QA Office, is responsible for:

• Providing support to RM Child Safety Contact Friends in carrying out their roles;

• Ensuring that the QA Child Safety Policy and Procedures is up-to-date and consistent with the Handbook of Practice and Procedure;

• Developing and updating the template for the annual audit of child protection practices;

• Reviewing the annual audits of child safety practices and reporting to Standing Committee and/or Yearly Meeting on compliance with the QA Child Safety Policy and Procedures.

Quakers Australia Office    

The QA Office and the Child Protection Committee work together on the implementation of the policy. The QA Treasurer/ responsible person in QA Office and the CP Committee liaise each year on the requirements of the renewal of insurance. 

• The Quakers Australia Coordinator maintains a list of QA Appointments including Child Protection Committee members and Contact Friends. This information is held on the Quakers Australia website.

• The Quakers Australia Coordinator will maintain a centralised register of the names of the Child Carers and the expiry date of their Working with Children Check or jurisdictional equivalent. This information will be maintained on the Quakers Australia Coordinator’s Electronic (Google) Drive Filing System with restricted access.

Child Safety Contact Friends (CPCFs)

Regional Meeting Child Safety Contact Friend Role Description:

a) To maintain an up-to-date and accurate Regional Meeting Register of Child Carers, including reminding Child Carers when they need to renew their Working with Children Check or jurisdictional equivalent;

b) To provide the responsible person within the QA Office  with an annual audit of the Regional Meeting Register;

c) To be available to the Regional Meeting and local meetings/worshipping groups for questions and concerns related to child safety.

d) To give advice on the implementation of the QA Child Safety Policy and Procedures, and jurisdictional requirements.

e) To be available to members of the Regional Meeting and local meetings/worshipping groups to consider questions and concerns around the safety of a specific child in the Meeting in relation to the child protection concerns.

f) To provide policy and procedural advice in situations where a child  may have been subjected to abuse, including the legal obligations which may exist in relation to reporting alleged abuse in the relevant jurisdiction; and

g) To inform the QA Office without delay, of any alleged or suspected or alleged abuse of a minor while under the responsibility of the Religious Society of Friends.

A Regional Meeting Child Safety Contact Friend in consultation with the RM Clerk will be responsible for dealing with any concerns or allegations of abuse that may arise during or following an activity under the auspices of QA involving children. It is essential that the Child Safety Contact Friend is familiar with the child protection legislation in their jurisdiction, including reportable conduct legislation. Each Regional Meeting will have an information sheet with current information.

The names, and contact details of the Regional Meeting Child Safety Contact Friends will be available to all members of the Meeting.

Regional Meetings

• Appoint Child Safety Contact Friends. It is advisable to have two CSCFs.

• Appoint interviewers for interviewing and approving Child Carers.

• In collaboration with the Child Safety Contact Friends, ensure that only Friends with up to date Working with Children Checks or jursidictional equivalent are Approved Child Carers or Child Care Helpers.

• Supporting CSCFs through encouraging collaboration of Pastoral Care & Oversight Committees and Safe Quaker Community Contact Friends.

• Facilitate annual meetings with Local Meetings/Worshipping Groups to discuss implementation of the Child Safety Policy and Procedures.

• Be aware of relevant community resources and legislation.

• Through Regional Meeting Clerks,  ensure appropriate caring responses to all parties to alleged abuse within QA according to this Policy and relevant jurisdictional - specific legal  requirements.

Approved Child Carers

Having been approved by Regional Meeting application and interview processes, provide nurturing and safe care to children in their care, in accordance with these policies and procedures.

Helpers

• Provide care to children with supervision by a Child Carer.

• In most jurisdictions Child Care Helpers are required to have a Working with Children Check (or equivalent).

2.1   General

When children are cared for at  Quaker activities, the Child Carer will record:

• The names of those caring for children

• The names of children in attendance

• Contact details of parents

• Any relevant medical information

These records of attendance need to be kept in a secure place in the Regional Meeting's archives for 45 years.

The Approved Child Carer will also ensure that Parents or their carers sign children in and out of Quaker care and that this is recorded in a suitable written form.

At least two Approved Child Carers or a Child Carer and a Helper should be present when working with or supervising children except when a parent is caring for their own child or children in the same location, in which case one Child Carer plus the parent may be sufficient.

For overnight camps, at least two Approved Child Carers are needed because of the long hours of responsibility.

Parents need to be consulted about their wishes if their child is of an age requiring assistance with toileting (e.g. parents may wish to do this themselves or give permission for the Child Carer to do so).

Adults and children are expected to respect each other’s privacy during activities that require undressing, dressing or changing clothes. 

All aspects of activities relating to children will be open to observation by parents or guardians. 

Approved Child Carers have the right to ask people who do not have a valid reason to be present at activities involving children to leave. 

2.2.   Maintaining a respectful space

It is essential that at the beginning of any Quaker  event Approved Child Carers and all participants come to an agreement about behavior guidelines. Participants will agree that their behaviour will be consistent with the QA Code of Conduct, which emphasises providing a safe and nurturing environment. It is important that children know who to talk to if they do not feel safe.

The consumption of alcohol or illegal drugs during any Quaker activity involving children  is not acceptable. In caring for children, at no time will an Approved Child Carer or helper administer physical, emotional or mental punishment. If there are difficult situations the Child Carer may seek advice from another trusted Friend and the child’s parent or guardian. 

3.1   Appointing Quaker Child Carers

Child Carers are a vital part of the meetings care and nurture of children. It is important that those wishing to take on this role are appreciated and that applications are given careful consideration by RM appointed interviewers.

Regional meetings need to appoint 1 or 2 Friends to manage the application, interview and approval process.

• Application Form

• Appointment Process

3.2   Suggested guidelines for Child Carer selection

1. Ask the person to read the Child Safety Policy,  to fill in the application form and send/hand it to one of the interviewers appointed by Regional Meeting.

2. Conduct the interview - either face to face, by phone or video link - using interview guidelines. 

3. Contact the nominated referees. See this link for a guide to this conversation.

4. Sight and record Working with Children check (or equivalent).

5. Discern applicant’s suitability and inform applicant, RM Clerk and RM Child Safety Contact friends.  If there are any concerns about the applicant's suitability consult with Pastoral Care Committee.

6. Notes from interviews to be  kept for 3 months by the Regional Meeting from the date of their approval (or non-approval decision).

7. Record of new appointments to be added by the Child Safety Contact Friend to the RM register of Child Carers 

8. The interviewer/s should retain in a secure place the confidential interview and referee notes. Three months after a decision has been made to appoint/not appoint an applicant, the interviewer/s should destroy these documents as mandated by Privacy Legislation – with the exception of those cases where there is a police charge or criminal conviction involving child protection issues, in which case the records should be kept as mandated by Duty of Care legislation.

Attending promptly to a child’s safety

Where there are immediate concerns for the safety of a child, the concerned Friend should contact the RM Child Safety Contact Friend, the RM Clerk or Pastoral Care Committee member and together they need to contact the jurisdictional statutory child protection authorities and the police without delay.

If a Friend is caring for a child and they make a disclosure of abuse, it is important 

1. That they are taken seriously.

2. That they are listened to carefully.

3. That the Child Safety Contact Friend and Pastoral Care Committee is involved as soon as possible.

A Child Carer may be the first point of contact but it is vital that they involve the Child Safety Contact Friend, Pastoral Care Committee member OR the RM Clerk as soon as possible. To avoid retraumatising a child, it is important that the number of Friends involved is limited.

Physical or sexual abuse (See Glossary for expansion of these terms)

Any Friend who has reasonable grounds to suspect that a child has been physically or sexually abused shall immediately contact a RM Child Safety Contact Friend.

This includes when physical or sexual abuse has been observed, when a child discloses that he or she has been physically or sexually abused, and/or when someone close to a child such as a sibling, relative or close friend), makes such a disclosure.  This includes alleged abuse involving children that has occurred outside the activities of Quakers (e.g. home or school).

The RM Child Safety Contact Friend will notify the appropriate statutory authority in the state or territory (Police or Child Protection Service).   For contact details for each state please see . https://aifs.gov.au/resources/resource-sheets/reporting-child-abuse-and-neglect

An RM Child Safety Contact Friend will also inform the Quakers Australia Office (tel: 0423 308 550) who will, as soon as practicable, inform the Society’s insurer, Ansvar. (tel: 1300 650 540).

Emotional abuse or neglect ( See Glossary for expansion of these terms)

Where a Friend has reasonable grounds to suspect that a child is being emotionally abused or neglected, they should contact an RM Child Safety Contact Friend to discuss their concerns.

The RM Child Safety Contact Friend and the concerned Friend must decide on what action, if any, needs to take place , taking account of their state or territory legislation.  It may be advisable to include the RM Clerk and the RM Pastoral Care Committee in this discussion.

One option may be to talk to the state/territory authorities  in a way which does not identify the individuals involved, until the statutory authority recommends that a formal notification of the alleged incident is appropriate.

Recording of the allegation or concern

An RM Child Safety Contact Friend will ensure that the details of the alleged incident or concern are recorded on the Incident Form ( Forms Section), including the action taken. It is important that this occur not later than 24 hours after the event. 

A copy of record is to be retained by the Friend initially concerned in the event. The original should be given to an RM Child Safety Contact Friend who will ensure that it is kept in a safe and secure place. 

After reporting to Police or Child Protection

After reporting to Police or Child Protection authorities, it is important to follow their advice, including their advice about informing the child's parents or caregivers that a notification has been made.

Reportable Conduct

 'Reportable conduct' is a relatively new term and relates to concerning behaviour of an adult caring for children in organisations. Each state and territory has legislation which covers this following the recommendations of the Royal Commission into Institutional Responses to Child Sexual Abuse that concluded in December 2017. This policy and the procedures are aimed to prevent the occurrence of reportable conduct at Quaker events..  

In some jurisdictions this is called reportable conduct and is legislated through Reportable Conduct Schemes. 

• Each jurisdiction has differing definitions of reportable conduct, but most include ill treatment of a child, emotional abuse, hostile use of force, neglect, psychological harm, sexual misconduct and  inappropriate discipline. 

• Each state and territory, has, or is in the process of, setting up an authority to oversee reporting and investigation of cases of reportable conduct. 

• Each state and territory with reportable conduct schemes in place has a requirement that a Head of Entity or equivalent  is identified to the authority (in many Regional Meetings this will probably be the responsibility of the Regional Meeting Clerk). 

It is vital that the Child Safety Contact Friends and Regional Meeting Clerks are aware of these legislative frameworks, including the required time frames for reporting and investigation, and that any concerns about the misconduct of Quakers is reported and dealt with in accordance with them. When the event is a nationally organised event, the legislative requirements of jurisdiction in which an event takes place must be followed.

Reportable Conduct By Region:

Western Australia

https://www.ombudsman.wa.gov.au/Reportable_Conduct/Reportable_Conduct.htm

Tasmania

https://www.justice.tas.gov.au/carcru/child-and-youth-safe-organisations-framework/reportable-conduct-scheme

Victoria

https://ccyp.vic.gov.au/reportable-conduct-scheme/about-the-reportable-conduct-scheme/

New South Wales

https://ocg.nsw.gov.au/organisations/reportable-conduct-scheme

Australian Capital Territory

https://www.ombudsman.act.gov.au/accountability-and-oversight/reportable-conduct

In the case of a report and subsequent investigation, the need for support for all individuals involved should be considered and caring arrangements for all individuals put in place.

As a general principle, records of any minor notifiable incident must be kept for at least 5 years from the day that notice of the incident is given to the relevant notifiable person. 

Records of any serious reportable incident should be retained for a minimum 45 years in a suitably secure physical document container and/or a restricted-access electronic file. Ensuring the protection of a person’s information is one important way to avoid further harming or traumatising those involved in an incident. Documentation related to compensable claims will usually detail how pertinent information needs to be handled including retention requirements or limitations. This information may be required to be retained for periods up to 100 years. Offences may apply where a person accesses, records or discloses protected information. 

A camp is a wonderful opportunity for children to experience a Quaker community, recognising that all community living involves some compromises by individuals.

Organisers of camps which include children under 18 held under the auspices of Quakers Australia are asked to meet the following requirements. It is important to note that the camp venue may have additional safety requirements.

Regional Meeting activities (e.g. camps, retreats, day outings) involving children can be authorised by the Regional Meeting Clerk or the Regional Meeting Children’s Committee.

RM Child Safety Contact Friends should be informed when these activities are being planned.

QA activities need to be approved by QA Children and JYF Committee.

It is important that residential activities begin with an age appropriate meeting where the safety framework is explained, the ground rules are agreed on, and all children/young people are made aware of who to talk to if at any time they do not feel safe. This includes the online environment, for example if there is a suggestion that JYFs form an online chat group. For family camps, this also includes arrangements for the formal transfer of responsibility from camp organiser to parent when needed.

Recognising that people may arrive at the event at different times, it is suggested that a meeting be held for all potential participants well ahead of the event.  This meeting would be to establish and agree on arrangements that will enable a safe and nurturing community experience. 

Guidelines for all Quaker residential activities that include children:

1. At least two Approved Child Carers must be present at camps in which children are involved.

2. The camp organiser must keep a record of who is present each day: Child Carers and camp participants. The record must be sent to the QA Office following the camp. It will then be kept for insurance purposes.

3. The camp organiser must receive notice that a child intends to participate, along with a letter of permission to attend the camp signed by the child’s parents/guardians that gives emergency contact information, and information about the child’s medication/allergies/health needs.

4. Those attending the camp must agree to behaviours that include a ‘no alcohol or drugs’ rule. 

5. Activity/camp organisers must undertake a risk management assessment of the proposed activity/ies.  Local Occupational Health and Safety regulations must also be considered. The assessment will identify potential hazards and actions that can be taken to reduce the risk of physical or emotional harm. The organiser will send the risk management assessment document to the QA Office at least one week before the planned activity/camp.

6. Family Camps. Where there will be a combination of Parental Supervision and Approved Child Carer supervision, clear  and formal arrangements need to be in place for the transfer of responsibility from Parents to QA Child Carers and from QA Child Carers to Parents. For example, if children and JYF’s wanted to go outside already agreed common areas and boundaries set,  parents would have to formally agree to be responsible for them. 

7. Organisers must have in place a Critical Incident Plan, with contact details of those who need to be notified.

8. Participants must agree on and adequately signpost a meeting place in case of an emergency such as fire.  All participants will be told about the agreed meeting place.

Forms relevant to planning and holding overnight camps, including the risk assessment, are found here.

Introduction

The general safety guidelines apply both in the face-to-face and online environment, including having at least two supervising adults, at least one of whom must be an Approved Child Carer according to these Policies. In most jurisdictions the Helper will also need a current Working with Children Check or equivalent.

Info for children and JYFs using Zoom and in the online environment

We want you to be safe online and there are things you can do to enable this:

• Don’t share Zoom links for Quaker events publicly or on social media

• Use Zoom in an open environment e.g. kitchen or living room

• Check what is in your background and ensure you feel comfortable with what others can see

• Be aware of your clothing- that it is suitable for meeting with others

• If something happens which makes you feel uncomfortable, tell your parents, a trusted Friend, Regional Meeting Clerk or a Child Safety Contact Friend

• Remember that you can leave a Zoom meeting at any time by clicking the red Leave Meeting button on your zoom screen

• Please ensure you have your correct name showing on your Zoom picture

Info for parents and carers of children and JYFs

• You will receive the invitation and link to the gathering if your children are primary school aged- please assist them to join the meeting and monitor your child’s participation by staying nearby during the meeting.

• If your children are teenagers then you may feel comfortable leaving them to participate in the Zoom meeting by themselves.

• Ensure that there are two Quaker leaders in the session with the JYFs before moving away from the session, if that is what you are planning to do

• Please ensure that children and JYFs are zooming in an open environment, such as kitchen or living room

• Please talk about eSafety with your children and JYFs.

• If you have any questions or concerns about an online event then please contact the Zoom meeting organiser or your Regional Meeting Child Safety Contact Friend (found on the Quakers Australia website).

• Please ensure your child has their correct name on their Zoom picture

Info for those running sessions with Children and JYFs

1. Prior to the session

• Please attach these eSafety guidelines to the invitation you send out.

• Develop a plan for dealing with unexpected visitors

• Develop a plan for dealing with unexpected behaviour for example, children who seem to be not engaged with the program

• Please send the invitation to parents and carers of children and to JYFs with cc to their parents/carers/grandparents (whichever applies) and RM Clerks. RM Clerks will be asked to pass on the information about the on line meetings, but not advertise the Zoom link to everyone. They may be asked to forward the invitation to any newly attending parents who may be interested.

• It is preferable to send the Meeting ID and password rather than a Zoom link. This means people have to name themselves prior to joining the meeting (so people in the meeting room will be easier to identify).

• In the invitation state how long the meeting will be and what you will be doing in the meeting.

• In the invitation send out ground rules for the meeting and agree on them at the meeting itself.

• Set up the Zoom account (or ask the account owner to set it up) so that recording is disabled—this is a safety precaution, and needs to be done prior to opening the session.

• Organising and hosting team develop a plan to deal with unexpected visitors and/or inappropriate behaviour or non-adherence to the rules. This is a bit like an online risk assessment.

• Arrive early to the meeting—enable the waiting room, which is a safety feature ensuring that only those who are expected to attend do attend.

2. In the session

• All online gatherings for children and JYFs must be hosted by 2 adult carers at least one must be an Approved Child Carer. In most jurisdictions the Helper  will also need a Working with Children Check or equivalent.

• Introduce the adults, so the children or JYFs know who is running the meeting.

• Agree on the ground rules for the Meeting.

3. After the session

• Reflect together on the session and children’s participation and safety — Is there any follow-up necessary?

3. Email and online messaging

It is important all of us are respectful in our email and messaging communication and follow the guidance provided by the Quaker online community agreement. Quaker groups of children who use email and other forms of messaging should establish ground rules.   Guidance can be found for all age groups from the Commonwealth Government eSafety Commissioner website.

Child Carers and other adult Quakers should seek to include another adult in any online communication with a child or children.

Resources

The Commonwealth Government eSafety Commissioner has further information for parents, children and young people and teachers:

• https://www.esafety.gov.au/young-people

• https://www.esafety.gov.au/parents

• https://www.esafety.gov.au/educators

• https://www.esafety.gov.au/kids

Each year the Quakers Australia Office will conduct an audit of Child Safety practices in RM in collaboration with Regional Meetings and their Child Safety Contact Friends, responses to be received by the QA Office by 1 April. (See link to the audit form). 

The QA Office will collate the information from the audits in collaboration with the QA Child Protection Committee and update the QA register of Approved Child Carers.

For concerns about immediate danger to a child phone 000.

If you suspect a child is at risk of abuse or neglect phone your jurisdictional Child Protection Agency listed below.

For current links to state/territory child protection authorities please see the following: https://aifs.gov.au/resources/resource-sheets/reporting-child-abuse-and-neglect

Australian Capital Territory

Child and Youth Protection Services: 1300 556 729

New South Wales

Child Protection helpline at any time: 132 111 

Northern Territory

Child Protection Hotline at any time: 1800 700 250

Queensland

Child Safety After Hours Service Centre: 1800 177 135 

South Australia

Child Abuse Report Line: 131 478

Tasmania

Child Safety Service: 1800 000 123  

Victoria

Please see the following  link which describes your service area

https://services.dffh.vic.gov.au/child-protection-contacts

North Division Intake – 1300 664 977 

South Division Intake – 1300 655 795 

East Division Intake – 1300 360 391 

West Division Intake – rural and regional only – 1800 075 599 

West Division Intake – metropolitan only – 1300 664 977  

For after hours assistance contact: 

After Hours Child Protection Emergency Service: 13 12 78 

(5:00 pm – 9:00 am Mon–Fri, 24 hours on weekends and public holidays)

Western Australia

Central Intake:  1800 273 889  

After hours Crisis Care: 1800 199 008

GLOSSARY OF TERMS

Activity – any organised activity that is authorised by or under the control of the Quakers Australia (QA).

Approved Child Carer – a person paid or unpaid over the age of 18 who holds a current Working with Children check (or jurisdictional equivalent), and who has been through the QA’s selection and screening processes which qualifies them to be responsible for the care and safety of children in a recognised activity of QA. 

Australia Yearly Meeting (AYM) – consists of all the members of the Regional Meetings of the Religious Society of Friends in Australia. In this document AYM is referred to by the more commonly used name- Quakers Australia (QA)

Child – A person under the age of 18 years and includes a ‘child’ and ‘young person’ as defined in Australian child protection legislation.

Child Abuse – Children can be abused in different ways and child abuse includes a wide range of acts of omission and commission. T.

Physical Abuse – Physical Abuse occurs when a person intentionally injures or threatens to injure a child.

Child Sexual Abuse – Sexual Abuse occurs when an adult or someone exercises their power through intimidation, authority, enticement, or by any other means, to coerce a child to engage in sexual activity. Physical force may sometimes be involved. Sexual abuse involves a range of sexual activity and can include both contact and non-contact behaviours.  (It should be noted that the age of consent varies between States and Territories in Australia, ranging from 16 to 18 years f and in some jurisdictions it is also influenced by the age difference between the parties).

Emotional Abuse – Emotional Abuse is a persistent attack on a child’s  self-esteem. It can take the form of name-calling, threatening, ridiculing, intimidating, bullying or isolating a child or young person.

Neglect – Neglect is the failure to provide a child with the basic necessities of life, such as food, clothing, shelter and supervision, to the extent that the child 's health and/or development are placed at risk.

Helper – any unpaid person over the age of 18 who is invited by an Approved Child Carer to assist them and who does so in the presence and under the supervision of the Approved Child Carer. In most jurisdictions a Working with Children Check will be required.

Quakers Australia –the commonly used  name of the Religious Society of Friends (Quakers) in Australia incorporated under the Associations Incorporation Act 1991 (ACT). 

Regional Meeting (RM) – consists of all people who are entitled, under the regulations concerning membership, to be recorded on the list of members of a Regional Meeting.

RM Child Safety Contact Friend – a person appointed by a Regional Meeting to be responsible for child protection matters and to ensure that QA’s child safety procedures conform with the requirements of the relevant jurisdiction. The Contact Friend will hold a current Working with Children check (or jurisdictional  equivalent).

Reportable Conduct – Ill treatment of a child by an  adult caring for children in Quaker events. Each state and Territory has legislation which covers this. In some states and territories this is called reportable conduct and is overseen by Reportable Conduct Schemes.

Working with Children check (or equivalent) – Each state and territory require paid employees, volunteers and students proposing to start or continue in child-related employment to undergo a Working with Children check (or equivalent).