Child and Youth Safety Policy

Version: 1.0

Approval Date: 27/05/2026

Review Date: 27/05/2027

Policy Owner: Thumos Health Services

Applies To: All employees, contractors, volunteers, students, consultants, directors, and any person engaged by the service.s

1. Purpose

Thumos Health Services is committed to providing a safe, supportive, inclusive, and child-focused environment where children and young people are respected, protected, and empowered.

This policy outlines our commitment to preventing child abuse, identifying risks to children and young people, responding appropriately to concerns, and ensuring compliance with relevant Victorian legislation and the Child Safe Standards.

2. Scope

This policy applies to:

  • All children and young people under 18 years of age who access our services.
  • All employees, contractors, volunteers, students on placement, board members, and consultants.
  • All service delivery environments, including:
    • Face-to-face counselling
    • Telehealth services
    • Telephone counselling
    • Online communication platforms
    • Community outreach programs
    • Waiting rooms and reception areas
    • Social media and digital environments.

3. Statement of Commitment

Thumos Health Services:

  • Has zero tolerance for child abuse.
  • Places child safety and wellbeing above organisational reputation.
  • Acts on all concerns relating to child safety.
  • Encourages children and young people to speak up.
  • Supports the participation and inclusion of families.
  • Promotes cultural safety for Aboriginal children and young people.
  • Promotes safety and inclusion for children with disability.
  • Promotes safety and inclusion for children from culturally and linguistically diverse backgrounds.
  • Promotes safety and inclusion for LGBTQIA+ children and young people.
  • Ensures all workers understand their obligations regarding child safety.

4. Legislative and Regulatory Framework

This policy is informed by:

  • Child Wellbeing and Safety Act 2005 (Vic)
  • Victorian Child Safe Standards
  • Children, Youth and Families Act 2005 (Vic)
  • Working with Children Act 2005 (Vic)
  • Privacy Act 1988 (Cth)
  • Health Records Act 2001 (Vic)
  • Reportable Conduct Scheme
  • Occupational Health and Safety Act 2004 (Vic)
  • Charter of Human Rights and Responsibilities Act 2006 (Vic)
  • Relevant professional codes of ethics and practice standards

5. Definitions

Child

A person under 18 years of age.

Child Abuse

Includes:

  • Physical abuse
  • Sexual abuse
  • Grooming
  • Emotional or psychological abuse
  • Family violence exposure
  • Neglect
  • Serious exploitation or coercive control
  • Online abuse or exploitation

Child Safety Concern

Any concern, allegation, disclosure, observation, suspicion, or report suggesting a child may be at risk of harm.

6. Child Safe Standards

Our service implements and monitors compliance with all 11 Victorian Child Safe Standards.

Standard 1: Culturally Safe Environments

We:

  • Respect Aboriginal cultures, identities, and rights.
  • Acknowledge Traditional Owners.
  • Promote cultural safety and self-determination.
  • Actively address racism and discrimination.
  • Support Aboriginal children and families to participate fully in services.

Standard 2: Leadership, Governance and Culture

The Board and leadership team:

  • Promote child safety as a core organisational value.
  • Review child safety risks regularly.
  • Monitor compliance with this policy.
  • Allocate resources to child safety initiatives.

Standard 3: Child and Young Person Empowerment

Children and young people are:

  • Informed of their rights.
  • Encouraged to participate in decisions affecting them.
  • Supported to make complaints and raise concerns.
  • Taken seriously when they speak about safety.

Standard 4: Family Engagement

Families are:

  • Informed about our commitment to child safety.
  • Provided easy access to policies and complaints processes.
  • Encouraged to contribute feedback on service delivery.

Standard 5: Diversity and Equity

We ensure equitable access and participation for:

  • Children with disability
  • Aboriginal children
  • CALD children
  • LGBTQIA+ children
  • Vulnerable children and young people.

Standard 6: Suitable Staff and Volunteers

We:

  • Conduct recruitment screening.
  • Verify qualifications and professional registrations.
  • Conduct referee checks.
  • Require valid Working with Children Checks where applicable.
  • Assess suitability for child-related work.

Standard 7: Complaints and Concerns

We maintain child-friendly complaint processes that:

  • Are accessible and confidential.
  • Protect complainants from victimisation.
  • Enable reporting via multiple channels.
  • Ensure timely responses.

Standard 8: Knowledge, Skills and Awareness

All workers receive training on:

  • Child Safe Standards
  • Child abuse indicators
  • Mandatory and voluntary reporting
  • Professional boundaries
  • Online safety
  • Cultural safety.

Standard 9: Physical and Online Environments

We identify and manage risks relating to:

  • Counselling rooms
  • Outreach services
  • Transport arrangements
  • Telehealth
  • Online communications
  • Electronic records.

Standard 10: Continuous Improvement

We:

  • Review incidents and near misses.
  • Conduct regular policy reviews.
  • Seek feedback from children and families.
  • Monitor compliance.

Standard 11: Documented Policies and Procedures

We maintain documented procedures covering:

  • Child safety
  • Recruitment
  • Reporting
  • Investigations
  • Complaints handling
  • Risk management.

7. Code of Conduct

All personnel must:

  • Treat children with dignity and respect.
  • Listen to children and take concerns seriously.
  • Maintain professional boundaries.
  • Use age-appropriate and respectful language.
  • Obtain informed consent where required.
  • Follow organisational reporting procedures.

Personnel must not:

  • Engage in grooming behaviour.
  • Develop inappropriate personal relationships with clients.
  • Use physical punishment, humiliation, or intimidation.
  • Communicate with child clients through personal social media accounts.
  • Share inappropriate content.
  • Ignore child safety concerns.

8. Recruitment and Screening

Prior to engagement, the organisation will:

  • Verify identity.
  • Verify qualifications.
  • Conduct reference checks.
  • Review employment history.
  • Confirm Working with Children Check status.
  • Verify professional registration if applicable.
  • Require declaration of relevant criminal history.

9. Identifying and Responding to Child Safety Concerns

All personnel must immediately respond to:

  • Disclosures of abuse.
  • Concerns about a child’s safety.
  • Observed indicators of abuse.
  • Allegations involving workers or volunteers.

Immediate Response

  1. Ensure immediate safety.
  2. Listen calmly and respectfully.
  3. Do not promise secrecy.
  4. Record factual information.
  5. Notify the Director/Lead Practitioner or nominated Child Safety Officer immediately.
  6. Make required external reports.

10. Mandatory Reporting

Where legally required, mandatory reporters must report reasonable beliefs that a child is suffering or likely to suffer significant harm from physical injury or sexual abuse. Reports must be made to Child Protection or Victoria Police as soon as practicable.

Nothing in this policy prevents any staff member from making a report where they believe a child is at risk.

11. Reportable Conduct

Where an allegation involves a worker, volunteer, contractor, or board member and may constitute reportable conduct:

  • The allegation will be managed in accordance with the Reportable Conduct Scheme.
  • The organisation will meet notification obligations.
  • Risks to children will be managed immediately.
  • Natural justice principles will be applied.

12. Counselling-Specific Safety Measures

The organisation will:

  • Conduct sessions in observable and safe environments.
  • Make minimal use of telehealth platforms and only in ways that protect privacy and security.
  • Clearly explain confidentiality and reporting limits to children and parents.
  • Maintain clear therapeutic boundaries.
  • Assess child safety risks during intake and throughout treatment.
  • Document risk assessments and interventions.
  • Develop safety plans when concerns arise.

13. Online Safety

We actively manage risks associated with:

  • Telehealth counselling
  • Email communications
  • SMS communications
  • Client portals
  • Social media use
  • Electronic storage of records

Children and families are provided with information about safe online engagement.

14. Privacy and Confidentiality

Information relating to children and families will be:

  • Collected lawfully.
  • Stored securely.
  • Accessed only by authorised personnel.
  • Shared only where authorised or legally required.

Child safety concerns may be disclosed without consent where required for safety, legal compliance, or reporting obligations.

15. Roles and Responsibilities

Board / Directors / Senior Leadership

  • Provide oversight of child safety.
  • Monitor compliance.
  • Review reports and risks.

Child Safety Officer

  • Coordinate child safety implementation.
  • Manage reports and concerns.
  • Maintain incident records.
  • Coordinate training.

Staff and Contractors

  • Follow this policy.
  • Maintain professional boundaries.
  • Report concerns immediately.

16. Training

All workers must receive:

  • Induction training before commencing duties.
  • Refresher training at least every two years.
  • Training following significant legislative or policy changes.

Training records will be maintained.

17. Complaints Process

Children, families, staff, and community members may raise concerns through:

  • Verbal complaints
  • Written complaints
  • Email
  • Telephone
  • Direct contact with management

Complaints involving child safety will be prioritised and investigated promptly.

18. Breaches of this Policy

Failure to comply with this policy may result in:

  • Supervision
  • Additional training
  • Performance management
  • Suspension
  • Termination of engagement
  • Referral to authorities or regulators where required

19. Review

This policy will be reviewed:

  • At least every two years;
  • Following any serious incident;
  • Following legislative changes; or
  • When organisational risk assessments identify a need for revision.

Policy Approved by: Michael Saxon – Thumos Health Services