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Our beliefs

The safety and well-being of children and young people are fundamental to Gospel-based school communities.

Healthy communities honour and love their most vulnerable – the children.

In a Catholic school we maintain that all children have the right to a safe and supportive environment free from any form of abuse or harm.

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Child protection is everyone’s business

Child protection is NOT the responsibility of one person or organisation.

It is the responsibility of the whole community working in partnership.

Child’s safety

Parents

Government

Others

Schools & childcare

Neighbours

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Child protection is about -

Keeping children safe

Safe structures and practices in places that children frequent

Taking child protection seriously

Working together as adults to keep children safe

Being informed

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Volunteers

Volunteers play a critical role in a child’s education and overall development through school

Catholic schools highly value the time, energy and skills that volunteers bring

Volunteers enable greater educational service to be delivered to children

......so thank you ......

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What laws should volunteers know about?

Act

Child Protection (Working with Children) Act 2012

Children and Young Persons (Care and Protection) Act 1998

Ombudsman Act 1974

Duty of Care – common law duty

Focus

Employment screening/checking (and contractors/volunteers)

Reporting to Community Services-risk of significant harm

Process for managing certain allegations against employees or volunteers

Taking reasonable care to reduce the risks of foreseeable harm

Agency

Office of the Children’s Guardian (OoCG)

Department of Family and Community Services (FACS)

NSW Ombudsman

Schools and individuals owe a duty of care

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Working with Children Check

Working with Children Check (WWCC) is a process of checking whether people are suitable to work with children.

It is largely the same process for both paid employees as well as volunteers.

When you apply for a WWCC, there are only two outcomes: a clearance to work with children or a bar against working with children.

Once a bar is in place, it is an offence to work with children. It does not matter whether the work is paid or voluntary.

Cleared applicants are subject to ongoing monitoring and relevant new records may lead to the clearance being revoked.

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Q: How does this affect me as a volunteer?

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Selecting suitable people

For any paid employee or volunteer, a school must undertake a careful selection process to ensure they are suitable to work with children.

If you are in child-related work, you are required to have a WWCC.

Some volunteers in child-related work may be exempt from the requirement to obtain a WWCC.

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Parent volunteers

The NSW law allows (in most circumstances) parents and close relatives to volunteer in activities that involve their own children without needing a check.

The two exemptions for parent volunteers are:

Volunteering by a parent or close relative of a child in activities for the child’s school, early education service or other educational institution.

Volunteering by a parent or close relative, with a team, program or other activity in which the child usually participates or is a team member.

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Parent volunteers continued…

HOWEVER at all Sydney Catholic Schools ALL volunteers are requested to have a WORKING WITH CHILDREN CHECK. As a volunteer this is FREE and can be obtained online from Services NSW.

SCS requires ALL volunteers in a school to fill in the most recent Safe School Expectation Undertaking. This helps inform the Principal and SCS if a risk assessment is required to ensure a person who may be unsuitable to be volunteering with children in our school is not placed in that position.

You register by going to HERE and following the steps. You will be taken through this presentation again.

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Applying for a WWCC

Submit your WWCC application online by going to https://www.service.nsw.gov.au/

Once your application form has been completed online, you will be given an application (APP) number.

Take your application number along with proof of identity to a Services NSW Office.

For volunteers the check is free.

Services NSW lodges the application and you will receive an email or text message with your ‘clearance number’.

Give the ‘clearance number’ to SCS ‘Central Office’ who will verify if the volunteer is cleared by entering the number into the Office of Children’s Guardian’s database.

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Important to note:

If a volunteer who is required to undertake the WWCC is not cleared to volunteer with children, it is unlawful for them to engage as a volunteer.

No person has an automatic right to volunteer in a school.

All parents, volunteers and visitors coming into the school for any purpose must always seek permission from the Principal.

The Principal may withdraw approval to attend the school, or to volunteer at the school, if they are concerned about the person’s suitability to do so, concerned about their behaviour or for a safety reason.
If YOU HAVE engaged as a volunteer with SCS in the past, the Child Safe Communities still holds your information so you won't be able to register again. They will need to contact

pcservices@syd.catholic.edu.au

so SCS can send you the link to complete the Undertaking for 2025.

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Part 3A NSW Ombudsman Act 1974

This Act is about reporting and investigating allegations of “reportable conduct” against both employees, contractors and volunteers.

A Principal will look into any complaint about a volunteer’s inappropriate conduct in school.

However, schools (through Sydney Catholic Schools Central Office) must report such types of alleged conduct to the NSW Ombudsman who oversights the Sydney Catholic School’s response and process.

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Q: How does this affect me as a volunteer?

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Complaints

Sometimes a complaint does come forward about a volunteer’s conduct at the school.

It may or may not be correct. It may be serious or trivial.

All complaints are taken seriously and there is a process for the Principal to follow.

This offers protection to the person who is subject of the complaint – as the complaint may not be correct.

Sometimes a complaint (if not of a serious nature) can bring about a learning opportunity. It may simply require a response of support or increased guidance to the volunteer.

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Complaint investigation process

Complaint

A complaint is made to the school or the Sydney Catholic Schools’ Central Office regarding an employee, volunteer or contractor engaged with the school.

Certain types of complaints (allegations) requires SCS to report the matter to the NSW Ombudsman. This reporting requirement has been in place since 1998.

Investigations

The employee, volunteer or contractor will be informed of the complaint and given an opportunity to respond and provide input.

Reasonable enquiries will be made by the Principal or SCS which may include gathering information from other relevant sources.

The principles of fairness and confidentiality apply.

Outcome

A finding is made on assessing all the gathered information.

The employee, volunteer or contractor will be informed of the outcome of the investigation either in person and/or in writing.

Final documentation in relation to the complaint will be secured confidentially at SCS.

Important to note that ALL complaints are managed sensitively and confidentially.

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Mandatory reporting

Under Children and Young Persons (Care and Protection) Act 1998 (NSW), all staff in schools are ‘mandatory reporters’.

Mandatory reporters are obligated under the law to report to the Department of Community and Justice (DOCJ)if they have reasonable grounds to suspect that a child (or young person) is at risk of significant harm (ROSH), and those grounds arise during the course of or from the person’s work.

For more information please go to http://www.community.nsw.gov.au/preventing-child-abuse-and-neglect/resources-for-mandatory-reporters

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What is significant harm?

For the purposes of the Act, a child or young person is at risk of significant harm, if concerns exist for their safety, welfare or well-being because of the presence, to a significant extent, of any one or more of the following circumstances:

Physical harm;

Absence of necessary medical care;

Sexual abuse;

Emotional harm or ill-treatment;

Serious psychological harm, for example due to exposure to domestic and family violence; or

Neglect including habitual educational absence.

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Q: How does this affect me as a volunteer?

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Are volunteers mandatory reporters?

Under NSW legislation, volunteers are not ‘mandatory reporters’. There is however, nothing preventing a volunteer from making their own report to the Department of Community and Justice (DOCJ)

As a volunteer, your responsibility is simply to inform the Principal, or in their absence another staff member, if you have reasonable suspicion that a child may be at risk of significant harm.

SCS policy is that the Principal, if required, will make a ROSH report to DOCJ.

Remember, your information may be an important piece to a puzzle about the safety of a child.

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What is duty of care?

Schools are places where those who work with children, have a duty of care to that child. This is embodied in all legislation and under common law principles.

The duty is to take all reasonable actions to protect students from risk of harm that can be reasonably predicted. For example, risks from known hazards and from foreseeable risk situations against which preventative measures can be taken to ensure student safety.

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Q: How does this affect me as a volunteer?

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Duty of care owed by a volunteer

It is expected that as a volunteer, you will support the school by adhering to its procedures and strategies to reduce any risks to children.

Many of these strategies are also important for safety for all at the school (including volunteers themselves) and are required under Work Health and Safety Laws (WH&S Laws).

Examples are:

Signing in and out of the school;

Reporting any concerns about safety that you observe to a staff member;

Behaving appropriately and responsibly when engaging in a school activity;

Following direction of the supervising staff member, when engaging in a school activity; and

Only using toilets designated for adults (not student toilets).

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Professional Standards/Safe Practices

Professional standards and safe practices are part of one’s ‘duty of care’.

The WH&S laws require organisations that employ any paid workers to ensure, so far as is reasonably practicable, the physical and mental health and safety of all its workers, including volunteers.

As a volunteer, you must take reasonable care for your own health and safety and follow the reasonable WH&S safety instructions given to you by the school you volunteer for, as well as comply with the relevant policies and procedures.

Note however, that not all work carried out by volunteers is covered by the WH&S Act. If you are unsure, you should ask your supervisor.

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Professional Standards – Adherence

Expectations of a volunteer are:

To support the school in following its strategies to reduce any risks to children or staff
Adhering to policy and procedures
Maintaining professional adult boundaries at all times with students and other adults

Examples of best practice are:

Following behaviour management plans for challenging students
Reporting concerns to a supervisor
Using appropriate language with students and parents
Seeking support to manage challenging situations
Behaving appropriately and responsibly when engaged as a volunteer at school or excursion sites.
Following the “Behaviours to Encourage and Behaviours to Avoid”
Not trying to be a student’s “friend”
Using social media only for educational purpose and as approved by the School

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Q: What other important things does a volunteer need to know?

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Privacy and confidentiality

It is expected that all volunteers will respect the privacy and dignity of any student, the student’s family and staff if they become aware of personal information during their role as a volunteer.

This may include issues such as:

A student’s special needs;

Educational progress of a student;

Family circumstances or health issues;

A child protection issue;

Address or phone numbers of students or their family that they may have necessary access to in their role as a volunteer; or

Staff address or family circumstances.

When acting in a volunteer role, the volunteer should not exchange phone numbers or email addresses with students.

It is important volunteers support the schools social media policy and do not act inconsistent to this.

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What are safe practices?

As a volunteer, you need to be clear about your role and responsibilities.

You must act within your limits and as per instructions;

You must know who is your relevant supervisor;

You must know who to speak to, if you are concerned about your role or something that has come up whilst you are performing your role;

You must maintain appropriate adult boundaries.

As a volunteer, you are assisting the school to deliver services within an education setting. You can be caring and pastoral without blurring boundaries.

Remember, some children will blur and push boundaries. If you are unsure about how to respond, you should speak with your relevant supervisor or the Principal.

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What are examples of safe practices?

Physical contact and space

Do not use physical contact with a student unless it is necessary for immediate safety of person or is necessary and approved for the service you are assisting to deliver.

A child’s sense of personal space may differ to yours. Life experiences or culture may be relevant.

Digital technology

Familiarise yourself with SCS digital and social media use policies and adhere to policies, especially in relation to:

Mobile phones;

Internet – emails, Facebook, Twitter, instant messaging, Instagram, etc.;

Computers;

iPods/iPads; and

Passwords.

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Examples of safe practices continued…

Behaviour

At all times you are expected to:

Adhere to the school rules (e.g. sign in as visitor, use adult toilets);

Use appropriate verbal and non-verbal body language (e.g. swearing, making racist comments, making inappropriate jokes or rolling eyes are not appropriate behaviours);

Dress appropriately;

Behave appropriately (making sexist comments, crude jokes or texting whilst assisting a student are examples of inappropriate behaviours)

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Things volunteers need to be mindful of

Examples of good strategies:

Remember personal space: avoid leaning over a student;

Avoid touching a student;

If a student initiates physical contact, then adopt strategies to deflect the physical contact for e.g. by calmly and quietly removing child’s hand;

Think about the sitting or standing arrangements;

Avoid being one-on-one with a student (unless part of your volunteer role);

Remain visible and not out of sight of staff; and

Keep the door open.

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Remember:

You are an important part of our school and parish community. We highly value and need you as a volunteer.

This information is aimed at supporting you as a volunteer and ensuring that you, students and staff are safe.

No question is too hard or too simple. Please always ask if you are unsure.

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Scenario/Questions

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Scenario 1

You are working with a student and every time you are “one on one” with them, they begin to talk to you about some traumatic experiences they had during their younger years.

You know you are not meant to engage in this discussion and tried strategies to redirect them back to the work you are assisting them with but this is becoming increasingly unsuccessful. You find yourself feeling quite uncomfortable working with them but worry you are being insensitive.

What should you do?

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Scenario 2

You are assisting in class with a student and notice they are limping. You ask if they are ok and they tell you their aunty, who lives with them, threw a toaster at them on the weekend and when they fell over, the aunty punched them in the leg.

What is your responsibility in this situation?

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Scenario 3

You are assisting a teacher to supervise a class of children on the train to a school excursion. You notice a child picking on another child and using foul language.

What should you do with these observations ?

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Scenario 4

You have developed great rapport with a student you are assisting at the school as a volunteer. You are a learner in the world of Instagram and mobile phones. You receive an invite from them to be a friend on Instagram. One day, they also ask you for your mobile phone so they can call you during the school holidays if they need to talk about school work.

You really want to support them as much as possible.

What is the appropriate response as a volunteer?

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Scenario 5

A student in Year 1 is very tactile. When you go to assist them, they constantly sit close to you and rub your arm with their hand. They often want to hug you and give you a cuddle.

What is the most appropriate way maintain safe and appropriate boundaries?

Would your response be any different if the student was aged 11 years? 14 years? 16 years?

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Scenario 6

You are at a parent and families function. A few parents you are sitting with begin discussing how unfair it is that a certain child just started at the school in Term 2 this year, whilst another family they know who had applied earlier, could not get their child into the school. You have been volunteering in the school and working with this particular child.

Through your role as a volunteer you are aware of the special circumstances in which the child came to the school which relates to health needs of the child and their family matters. A parent turns to you and asks if you know how this could happen.

How do you manage the confidential information you are privy to in this circumstance?

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Comments/Questions

Sydney Catholic Schools very much values the participation and contribution of volunteers.

Many benefits that are achieved for the children within our school communities can be attributed to the tireless efforts of our volunteers.

Thank you for your time.

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Definitions

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Definition of close relatives

Close relative of a person is:

A spouse or de facto partner of the person;

A child, step-child, sibling, step-sibling, parent, step-parent, grandparent, step-grandparent, aunt, uncle, niece or nephew of that person; and

In the case of an ATSI person, a person who is part of the extended family or kin of the person according to the indigenous kinship system of the person’s culture.

The Office of the Children’s Guardian

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What is reportable conduct?

Section 25A of the Ombudsman Act 1974 defines reportable conduct as including: sexual offences, sexual misconduct, ill-treatment, physical assault, neglect and psychological harm.

Note – Reportable conduct is not:

Conduct that is reasonable for the purpose of discipline
The use of physical force that is trivial or negligible
Conduct of a class or kind exempted from being reportable conduct by the Ombudsman under Section 25CA.

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Who are mandatory reporters?

Under the Children and Young Persons (Care and Protection) Act 1998 (NSW), mandatory reporter provisions apply to:

A person who, in the course of his or her professional work or other paid employment delivers health care, welfare, education, children’s services, residential services or law enforcement, wholly or partly, to children; and

A person who hold a management position in an organisation, the duties of which include direct responsibility for, or direct supervision of, the provision of health care, welfare, education, children’s services, residential services or law enforcement, wholly or partly, to children.

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