Working with Children and Vulnerable People Policy and Procedures​ 

Working with Children and Vulnerable People Policy and Procedures​ 

PURPOSE

Break the Boundary Inc. (BTB) is committed to the safety and well-being of children and vulnerable people who are involved in our programs and services. Our members and community participants have the right to reach their potential in a caring, nurturing and safe environment. 

BTB considers all forms of abuse, including emotional, physical, sexual and neglect as unacceptable. We take this responsibility to safeguard our members seriously and set expectations on screening of our workforce as part of an overall risk management strategy. 

SCOPE & OBJECTIVES

BTB requires Working with Children Checks (WWCC) and National Police Checks to reaffirm BTB commitment to recruiting and selecting appropriate personnel in furtherance to the Association objectives.  

DEFINITIONS

Child 

A person under the age of 18 years.  

National Police Check 

The process of running a person’s details through a central database of names to match people who have police history information. A National Police Certificate contains a list of a person’s disclosable court outcomes and pending charges from all Australian police jurisdictions. This includes traffic and non-police prosecuted matters. 

Vulnerable person 

A child or an individual aged 18 years and above who is or may be unable to take care of themselves or is unable to protect themselves against harm or exploitation by reason of age, illness, trauma or disability, or any other reason.  

Prohibited person 

An individual who is prohibited from volunteering or working or engaging in duties that involve contact with children or vulnerable people. 

Working With Children Check 

The Working with Children Check (WWCC) is a compulsory screening system in Western Australia and the Christmas and Cocos (Keeling) Islands. 

Management Committee  

A group of elected individuals by BTB members who govern the Association in line with the Rules (Constitution) and comprising of at least a Chairperson, Secretary, Treasurer and General Committee member. 

SCOPE

This policy and procedures in this document apply to all registered volunteers and employees including part-time, permanent or casual, contract workers, temporary agency workers, and volunteers.  

Employment or engagement may also be subject to other checks beyond this policy and as prescribed in relevant legislation, industrial instruments or policy. This includes but is not limited to the conduct and service check; health assessment requirements; and verification of relevant professional and/or academic qualifications. 

OBJECTIVES

The objectives of this policy, procedures and systems in place are aimed to: 

  • Deter people from applying to work with children or vulnerable people where they have a relevant charge or conviction on their criminal record that indicates they may harm a child or vulnerable person. 

  • Protect children and vulnerable persons by creating awareness that the safety of children and vulnerable persons is a whole of community responsibility.  

  • Detect new charges and convictions of people who hold a current WWCC Card and preventing them from continuing to engage in child-related work where their criminal record and behaviour indicates they may harm a child. 

PRINICPLES

The policy and procedures are guided by the following principles: 

  • Members are supported and encouraged to participate with BTB services and programs in a safe environment. 

  • Information is provided in a timely and appropriate manner to children and vulnerable people. 

  • Recognise the role of family, carers and companions in the lives of members. 

  • Services and programs are assessed, planned, delivered and reviewed to build on individual strengths and enable individuals to reach their goals. 

LEGISLATION 

The following legislation and policies guided the development of this policy: 

  • Carers Recognition Act 2004 (WA)  

  • Disability Discrimination Act 1992   

  • Disability Services Act 1993 (WA)  

  • Equal Opportunity Act 1984 (WA)  

  • Occupational Health and Safety Act 1984 (WA) 

  • Universal Declaration of Human Rights  

  • United Nations Convention on The Rights of Persons with Disabilities  

  • National Standards for Disability Services  

PROCEDURES

Working with Children Check (WWCC) 

  • A WWCC should be conducted prior to BTB personnel carrying out duties that involve interaction with children.  

  • A WWCC includes but is not limited to committee members, staff and any volunteer having contact with children or vulnerable persons. 

  • A WWCC should be completed at the expense of the individual unless authorised otherwise by the CEO or a project director.  

NATIONAL POLICE CHECK

  • A National Police Check should be conducted prior to BTB personnel carrying out duties that involve interaction with children and vulnerable people.  

  • A National Police Check should be conducted prior to individuals nominating for a position on the BTB Executive Management Committee (Board). These shall be collected by the Secretary for pre-screening purposes. Any individual not being elected to a committee position shall have his/her documentation removed from any database or file storage. 

POLICE CHECK DISCLOSABLE COURT OUTCOMES

  • Where a National Police Check identifies a criminal record, an internal escalation process must be initiated, commencing with an internal assessment. 

  • All criminal records will be reviewed and handled confidentially by the CEO and at least one executive Management Committee member.   

  • A criminal record does not automatically preclude a Management Committee member, employee or volunteer from engaging with BTB.  

  • The assessment is made based on whether the ‘inherent requirements’ of the role will be properly met when considered against the person’s criminal record.  

  • Should an individual be prohibited from engaging in their specified role, consideration will be given as to whether there is an alternative role within BTB or whether adequate restrictions on select duties can be imposed. 

  • A letter of outcome or determination will be issued in confidence to the individual using document: 11. Letter Template – Police Check Determination.  

  • The determination letter should acknowledge the receipt of the police check, its reference number, the outcome of likelihood, consequence and risk level, and any restrictions or exclusion in duties, employment or volunteering.  

RECORD KEEPING 

  • WWCC information and National Police Check numbers are recorded in a password protected database.  

  • Applications and paperwork collected as part of the National Police Check process will be handled and destroyed securely once the applications have been submitted and an outcome by the relevant body has been determined.  

RESPONSIBLE PARTY

Management 

  • The Management Committee Secretary is identified as BTB’s Authorised Officer. 

  • The Authorised Officer is responsible for monitoring and maintaining the Police Check and WWCC databases. This includes signing the WWCC applications and online renewals. 

  • The CEO is accountable to the Management Committee for ensuring the principles of these procedures are implemented across the Association. This includes monitoring and evaluating policies and procedures on a regular basis. 

  • The Management Committee is responsible for promoting best practice by ensuring appropriate policies are in place that minimise the risk of harm to a child, or vulnerable person and have adequate safeguards established to respond and deal appropriately to allegations, concerns or complaints. 

  • BTB shall respond in a timely manner in accordance with Part 4 – Disciplinary action, disputes and mediation of the Association Rules.  

  • Full cooperation will be given to all relevant state child protection authorities or other recognised bodies in their investigations of allegations, concerns or complaints. 

  • The Chairperson or CEO will complete and lodge any relevant reports with the appropriate authorities or bodies.  

Volunteers, employees and contractors 

  • All BTB volunteers, employees and contractors are to keep their WWCC or Police Check current with BTB.  

  • All BTB personnel are required to disclose any subsequent convictions or changes to their WWCC or Police Check status to BTB at the soonest possible time.  

REVIEW

This policy and its procedures are subject to a review at any time from its last issue. The policy and procedures shall be reviewed by the Management Committee and amendments noted in the cover page table with the corresponding revision number.  

Any updates adopted by the Management Committee shall be distributed to all Break the Boundary volunteers, employees and contractors at the soonest possible time after its adoption.  

Any concerns regarding this policy from Break the Boundary personnel should be directed to the Chief Executive Officer or a member of the Management Committee.