Twelve & Thirteen Child Safety and Wellbeing Policy 

This Twelve & Thirteen Child Safety and Wellbeing Policy was approved by the DoGood Volunteers board on 29 April 2025. It demonstrates the strong commitment of our organisation, staff and volunteers to child safety and wellbeing, and how our organisation keeps children safe from harm, including child abuse.

1 Commitment to child safety

Twelve & Thirteen are committed to the safety, participation and empowerment of all children.

All children who come to the Twelve & Thirteen programs have a right to feel and be safe and empowered. The welfare of the children in our care will always be our first priority and we have a zero-tolerance approach to child abuse and harm. We aim to create a child safe and child-friendly environment where children feel safe and have fun while participating in volunteering sessions.

We support and respect all children, as well as our staff and volunteers. 

All allegations and safety concerns will be treated very seriously and consistently with our robust policies and procedures.

In drafting this Policy, we recognise the unique environment of our programs where all children attend with a parent/guardian.

If anyone believes a child is at immediate risk of abuse phone 000.

2 Purpose

This Policy outlines how Twelve & Thirteen prioritises the safety and wellbeing of children and what steps we will take to do this.

3 Scope

This Policy applies to all staff, volunteers, Board members, children and other individuals involved in our organisation. This policy applies to all program activities, including Opening Workshops, volunteering sessions, reflection sessions and closing ceremonies or showcases conducted by Twelve & Thirteen.

We may, from time to time, initiate other programs or activities, and this Policy will apply to those programs and activities.

4 Definitions

Board

DoGood Volunteers Ltd (“DoGood”, “we”, “us”, “our”) is the governing body that provides strategic direction to the programs, including risk management, governance, marketing and fundraising. 

Policy

Any references to Policy refer to this Twelve & Thirteen Child Safety and Wellbeing Policy.

Programs

Twelve Batmitzvah (Twelve) and Thirteen Barmitzvah (Thirteen) are year-long programs for child and parent that offer unique, hands-on volunteering experiences with a range of not for profit organisations.

We may, from time to time, initiate other programs, and this Policy will apply to those programs.

Working Committee 

Staff, contractors and volunteers who are responsible for the day-to-day management and delivery of the programs including liaising with families. 

Child abuse means:

• a sexual offence committed against a child;
• an offence committed against a child under section 49M(1) of the Crimes Act 1958 (Vic), such as grooming;
• physical violence against a child;
• causing serious emotional or psychological harm to a child; and/or
• serious neglect of a child.

Harm is damage to the health, safety or wellbeing of a child or young person, including as a result of child abuse by adults or the conduct of other children. It includes physical, emotional, sexual and psychological harm. Harm can arise from a single act or event and can also be cumulative, that is, arising as a result of a series of acts or events over a period of time.

Child/Children means a person who is under the age of 18 years.

Concerns and complaints

A concern refers to any potential issue that could impact negatively on the safety and wellbeing of children.

A complaint is an expression of dissatisfaction to Twelve & Thirteen related to one or more of the following:

• our services or dealings with individuals;
• allegations of abuse or misconduct by a staff member, a volunteer or another individual associated with Twelve & Thirteen;
• disclosures of abuse or harm made by a child or young person;
• the conduct of a child or young person at Twelve & Thirteen;
• the inadequate handling of a prior concern; and/or
• general concerns about the safety of a group of children or activity.

5 What is abuse?

Twelve & Thirteen understands that children and young people can be exposed to physical, emotional and/or sexual abuse. Abuse can also include neglect, as well as harassing behaviours like bullying. Twelve & Thirteen recognises that child sex offenders may target child related programs or organisations as a means of approaching children and young people. Sex offenders will often seek out positions that not only provide them with victims but also a professional subterfuge to conceal their abuse. 

Twelve & Thirteen understands that abuse damages children and young people physically, emotionally and behaviourally. The organisation believes that the wellbeing of children and young people is paramount, and is vigilant in carrying out the risk management process.

6 Roles and responsibilities

1. Obligation of the DoGood Volunteers Ltd Board

The Board has the role of making sure Twelve & Thirteen prioritises children’s safety and that action is taken when anyone raises concerns about children’s safety.

The Board will champion and model a child safe culture at Twelve & Thirteen. We encourage anyone involved with the organisation to report a child safety concern. The Board will work to create a positive culture around reporting so that people feel comfortable to raise concerns.

Everyone at Twelve & Thirteen has a role in identifying and managing risks of child abuse and harm. The Board will make sure that staff and volunteers are conducting risk assessments and taking action to manage risks in accordance with this Policy. They will also ensure that appropriate child safety education and training for staff and volunteers is identified and completed.

The Board will conduct reviews of how effectively Twelve & Thirteen is delivering child safety and wellbeing. The input of people involved with Twelve & Thirteen (such as facilitators and parents/guardians) will be sought as part of the review process. 

1. Children’s empowerment and participation

Twelve & Thirteen is a child-centred organisation. We actively seek to include children’s views and ideas in our organisational planning and sessions, through seeking feedback during and after sessions. 

We want children to develop new friends through Twelve & Thirteen and encourage children to be supportive of each other. We do not tolerate bullying or abusive behaviour between children and take action if this occurs.

We respect the rights of children and provide them with information about their rights including the right to be safe at Twelve & Thirteen. We actively seek to understand what makes children feel safe in our organisation. We communicate with children about what they can do if they feel unsafe.

Twelve & Thirteen values the voices of children and will act on safety concerns raised by children or their families. Twelve & Thirteen supports children’s participation in the following ways:

• Seeking verbal and written feedback from children and parents at the conclusion of each session. 
• Seeking feedback from parents of participants during and after the Program. 

1. Families and communities

Twelve & Thirteen recognises the important role of families and involves parents and carers when making significant decisions about their child. 

An important feature of the Twelve & Thirteen program is that parents or guardians attend all program sessions with their child. 

Parents, families and communities are welcome to provide feedback at any time through our contact email address and are encouraged to raise any concerns they have with us.

Twelve & Thirteen provides information to families and community about our child safe policies and practices including through:

• publishing this Child Safety and Wellbeing Policy and Code of Conduct on our website;
• including information about our child safety approach in the information provided to parents when they enrol in the program;  
• including articles and information on child safety and wellbeing, and reminders about our policies and procedures, from time-to-time, in our communications to parents. 

Parents volunteering in an activity in which their child participates, or normally participates, do not need a Working With Children Check.

1. Twelve & Thirteen Staff, Facilitators and Volunteers

Twelve & Thirteen is committed to ensuring that all staff and volunteers receive appropriate education and training to ensure they understand their responsibilities in relation to child safety and to support their engagement with children. Our staff and volunteers must be given a copy of and have access to the Code of Conduct (Annexure 1). Our leaders indicate, in writing, that they have read and are committed to the Code of Conduct. 

Twelve & Thirteen assists its leaders, staff and volunteers to incorporate child safety considerations into decisions and to promote a safe environment where children are empowered to speak up about issues that affect them.

All Twelve & Thirteen Board members and staff are required to complete a child safety training once every two years. Training will be recorded in the Child Safety Training Action Plan.

All Twelve & Thirteen volunteer facilitators are required to complete annual child safety training. Training will be recorded in the Child Safety Training Action Plan.

Issues or concerns about behaviour with children will be raised immediately and addressed in line with our Code of Conduct and Complaint Handling Policy & Resolution Process.

7. Code of Conduct

Twelve & Thirteen has a Child Safe Code of Conduct (as set out in Annexure 1 of this Policy). Staff, volunteers and the Board must comply with the Code of Conduct at all times. Breaches of the Code of Conduct may result in disciplinary action including termination of a person’s involvement with the organisation.

All third-party contractors are also expected to abide by the Child Safe Code of Conduct, and where they are engaging with children will have to sign an agreement to comply with the code, prior to delivering any services.

8. Creating culturally safe environments and valuing diversity

Twelve & Thirteen is committed to creating environments that support the cultural safety, participation and empowerment of Aboriginal and Torres Strait Islander children and their families. This respect must be embedded in our program even in the absence of children, families or staff of Aboriginal and Torres Strait Islander heritage. Strategies to embed cultural safety for Aboriginal and Torres Strait Islander children may include an Acknowledgement of Country at all sessions. 

We value diversity and equity for all children. To achieve this, we:

• provide training for all Board members, staff and volunteers on understanding diversity and how to support inclusion and cultural safety.
• welcome and support participation of all children, including children with disability, children from culturally and linguistically diverse backgrounds, those who are unable to live at home, LGBTIQ+ children and Aboriginal and Torres Strait Islander children and their families.
• offer children and families through our enrolment forms the opportunity to provide information about themselves, including any specific needs to participate fully in our programs.
• have zero tolerance of racism and other forms of discrimination and take action when discrimination or exclusion is identified.
• deliver programming that reflects the diversity of our children, their interests and cultures.
• acknowledge important cultural dates in our sessions.
• have a physical and online environment that actively celebrates diversity.
• commit to ensuring our sessions promote inclusion of children of all abilities.

9. Recruiting staff and volunteers

Twelve & Thirteen puts child safety and wellbeing at the centre of recruitment and screening processes for staff and volunteers as outlined in the Staff and Volunteer Recruitment and Screening and Supervising Procedure. 

We only recruit staff and volunteers who are appropriate to engage with children. Members of the Board must also be screened and hold a valid Working with Children Check.

We require a Working with Children Check and referee checks for all staff and volunteers who have a role with children or have access to children’s personal information. We require staff to have appropriate qualifications for their roles and check to make sure these qualifications are valid.  

10. Complaints and reporting

All reports of child abuse and child safety concerns will be treated seriously, whether they are made by an adult or a child and whether they are about the conduct of an adult or a child. All complaints and child safety concerns will be responded to promptly and thoroughly.

Twelve & Thirteen has a Complaint Handling & Resolution Process (as set out in Annexure B) that includes information for staff and volunteers about how to respond to a complaint or child safety concern. An easy-to-understand complaints information sheet will be provided for children, families and the community to know about the complaint process and the support available to those making a complaint and those involved in the complaint process.

If a complaint includes an allegation or incident of child abuse or harm, then staff and volunteers at Twelve & Thirteen must report it in accordance with the Complaint Handling & Resolution Process. Twelve & Thirteen staff and volunteers are required to prioritise children’s safety in any response and to report all potentially criminal conduct to Victoria Police. Under the Complaint Handling & Resolution Process, staff and volunteers may be subject to actions to support child safety including:

•   being stood down during an investigation or terminated following an investigation;
•   having their duties altered so they do not engage with children at Twelve & Thirteen;
•   not allowing unsupervised contact with children at Twelve & Thirteen sessions; and
•   removing their access to the Twelve & Thirteen records and information.

Complaints can be emailed to hello@twelvethirteen.org.

If a person does not feel comfortable emailing a report, they may report their concern to the Co-Chairs of the Board.

If there is concern for the immediate safety of a child, immediately call 000.

11. Record keeping

Twelve & Thirteen is committed to making and keeping full and accurate records about all child-related complaints or safety concerns.

All child safety complaints, concerns, incidents and near misses will be recorded in the incident reporting register.

Records which may assist with the investigation of a complaint or safety concern will be identified and kept as part of the record of an investigation. Records will be kept even if an investigation does not substantiate a complaint.

We will record and keep the outcome of any investigations, and the resolution of any complaints. This includes findings made, reasons for decisions and actions taken.

Records will be stored securely and kept by Twelve & Thirteen for at least 7 years.

12. Information sharing

Twelve & Thirteen may share relevant information to promote the safety and wellbeing of children, where it is appropriate and in their best interests.  Twelve & Thirteen will keep information about complaints confidential, except where it is necessary to share information to respond properly to a complaint or to prioritise child safety. We may also need to share information about incidents or complaints with external authorities to comply with the law or to prioritise safety. More information is available in our Complaint Handling & Resolution Process.

13. Risk management

We recognise the importance of identifying and managing risks of child harm and abuse in the physical and online environments operated by Twelve & Thirteen.

We will conduct regular risk assessments and will develop a Risk Management Plan to address the risk of child abuse and harm at Twelve & Thirteen. The Risk Management Plan will be developed in consultation with our staff, volunteers, parent representatives and children. We will ensure that any risk controls put in place balance the need to manage harm with the benefits of participating at Twelve & Thirteen. The Board is responsible for approving the Risk Management Plan.

Any contractors or other providers of services will always be supervised by a Twelve & Thirteen Board member, staff or volunteer while working with us to ensure child safety. See also Code of Conduct.

14. Non-compliance with this policy and the Code of Conduct

Twelve & Thirteen will enforce this Policy, the Code of Conduct and any other child safety and wellbeing policies (see list below). Potential breaches by anyone will be investigated and may result in restriction of duties, suspension or termination of employment or engagement or other corrective action. 

15. Review

Twelve & Thirteen will review all child safe practices and policies at least every two years. We also review relevant practices and policies in response to a child safety incident or ‘near miss’. Findings from reviews will be reported to the people involved in our organisation and also inform our approach to continuous improvement of our child safety practices. Reviews are overseen by the Board and will be informed by consultation with children, families and staff.

Supporting documents – Twelve & Thirteen child safety and wellbeing system

The following policies and procedures work together to support child safety and wellbeing across all of our operations:

• Child Safety and Wellbeing Policy;
• Code of Conduct;
• Complaint Handling & Resolution Process;
• Staff and Volunteer Recruitment and Screening and Supervising Procedure 
• Risk Assessment and Risk Management Plans; and
• Child Safety Training Plan.

Supporting legislation

• Child Wellbeing and Safety Act 2005 (Vic) (including Child Safe Standards)
• Children, Youth and Families Act 2005 (Vic) (including reporting to Child Protection)
• Crimes Act 1958 (Vic) (including Failure to Protect and Failure to Disclose offences)
• Wrongs Act 1958 (Vic) (including Part XIII – Organisational liability for child abuse)

Annexure A – Child Safe Code of Conduct 

We are committed to running a program that is safe for all children where child abuse and harm are not tolerated. Child safety is a priority for Twelve & Thirteen and the prevention and reporting of abuse is supported and encouraged. All staff, volunteers and contractors are responsible for promoting the safety, wellbeing and empowerment of children. Twelve & Thirteen recognises that discrimination can harm children and we treat all children with dignity and respect.

This Code of Conduct sets expectations for how staff, volunteers and contractors at Twelve & Thirteen should behave around children. This helps children participate safely in our program and have fun.

Twelve & Thirteen program activities are varied and give children exposure to a number of different community organisations, so having behavioural standards to manage the risks to children is important. This Code of Conduct identifies positive child safe behaviours that we ask staff, volunteers and contractors to demonstrate. It also identifies behaviours that we consider unacceptable and not permitted in our program.

Not following standards of acceptable and unacceptable behaviour is a breach of this Code of Conduct and may result in disciplinary action. Some behaviours on their own may not be a serious breach of the Code of Conduct but together may indicate a concerning pattern of behaviour that poses a risk to the safety of children. 

All Twelve & Thirteen staff, volunteers and contractors must always follow these standards of behaviour when engaging with Twelve & Thirteen participants and their families at any time:

I WILL:

• Read and familiarise myself with the Child Safety and Wellbeing Policy;
• Conduct myself in a manner consistent with my position as a positive role model to children and young people as well as a representative of Twelve & Thirteen;
• Have and maintain a valid Working With Children card;
• Take all reasonable steps to protect children from abuse;
• Supervise children and young people adequately;
• Release children and young people from our care to the care of an appropriate adult;
• Take disclosures of harm or abuse made by a child seriously;
• Raise concerns with the Board if risks to child safety are identified. 
• Report and act on any concerns or observed breaches of this Code of Conduct;
• Participate in all compulsory training and professional development including training on child safety and wellbeing;
• Treat all children and young people with respect, regardless of race, sex, gender identity, sexual orientation, language, religion, political or other opinion, nationality, cultural background, financial situation, disability or other characteristics;
• Consider the different needs of all children at Twelve & Thirteen, support them to participate fully in programs and help them and their families feel included in the program;
• Make Aboriginal and Torres Strait Islander children and families feel included and welcome at Twelve & Thirteen and support Aboriginal and Torres Strait Islander children to express their culture and enjoy their cultural rights;
• Never be racist towards anyone at Twelve & Thirteen and report any instances of racism I become aware of;
• Help Twelve & Thirteen be a place where people of all cultures feel safe and included;
• Listen to children and respond to them if they feel unsafe;
• Value children and young people’s ideas and opinions;
• Promote friendships and encourage children and young people to support their peers;
• Involve children and young people in decisions about the activities they participate in at Twelve & Thirteen and welcome the participation of parents and carers in these decisions;
• Report any conflicts of interest I have (such as an outside relationship with a child) that may affect my ability to perform my role;
• Respect the privacy of children and their families, including keeping all personal information confidential unless required by law to share it;
• Ensure breaches of this Code are reported to our Board immediately;
• Comply with all relevant Australian and Victorian legislation and our child safe policies and procedures; and
• Uphold the rights of the child and always prioritise their needs.

I WILL NOT:

• Condone or participate in illegal, unsafe, abusive or harmful behaviour towards children – this includes physical violence, sexual abuse, emotional or psychological abuse, grooming, neglect or sexual misconduct;
• Ignore or disregard any concerns, suspicions or disclosures of child abuse or harm;
• Exaggerate or trivialise child abuse issues;
• Use hurtful or offensive behaviour or language with children;
• Fail to report information to police if I know a child has been abused;
• Hold, kiss cuddle or touch children in a way that is unnecessary or unsuitable and falls outside what is reasonable to engage in the activities of Twelve & Thirteen;
• Persistently demean, criticise and/or denigrate a child;
• Deliberately prevent a child from forming friendships;
• Verbally or physically assault a child or create a climate of fear;
• Offer children and young people alcohol, cigarettes or other drugs;
• Show children pornographic images;
• Share details of sexual experiences with a child;
• Use sexual language or gestures in the presence of children;
• Initiate unnecessary physical contact with children or do things of a personal nature that children can do for themselves such as changing clothes or visiting the bathroom;
• Develop ‘special’ relationships with specific children or show favouritism through the provision of gifts or unnecessary or unsuitable attention;
• Have unauthorised contact with children and young people online, on social media or by phone;
• Take photographs, screenshots or share images of children involved in activities that are not authorised by Twelve & Thirteen;
• Be alone with a child when there is no professional reason for doing so e.g. walking out of sight of others/escorting a child to the bathroom;
• Engage in babysitting, mentoring and/or tutoring a child out of work hours (without managerial approval for this kind of secondary employment); and
• Enter changing facilities without first knocking. 

If I suspect that this Code of Conduct has been breached by another person in the organisation:

I WILL:

• act to prioritise the best interests of the child or children;
• promptly take actions to ensure the child or children are safe;
• as soon as possible report the incident or concerns using the Twelve & Thirteen complaints process; 
• maintain the privacy of those involved, following Twelve & Thirteen record keeping, privacy and information sharing guidelines; and
• inform parents and carers if there are situations that need to be safely managed but are outside the boundaries of this Code of Conduct (such as driving a child to an activity)

There may be exceptional situations where these guidelines do not apply, for example, in an emergency situation where the compliance with these standards would place another individual’s life in danger. However, it is crucial that, where possible, you seek authorisation from the Program Manager (or, if unavailable, from a member of the Board) prior to taking action that contravenes these standards of behaviour and that you advise the Program Manager as soon possible after any incident in which this Code of Conduct is breached.

Complaints about a breach of this Code of Conduct must be reported to our Program Manager (hello@twelvethirteen.org). 

Some breaches of this Code of Conduct may need to be reported to the Victorian Police, or to the Commission for Children and Young People. Our Complaint Handling & Resolution Process provides more information about our reporting obligations to external authorities as well as describing protections and confidentiality provisions for anyone making a report. The Process can be found as a link on our website.

Staff and volunteers who breach our Code of Conduct may also be subject to disciplinary action. This can include increased supervision, appointment to an alternative role, suspension or termination from the organisation. Detailed descriptions of breaches are found in our Child Safety and Wellbeing Policy. This can be found as a link on our website.

PLEASE NOTE:

If any person in a position of authority within our organisation becomes aware of a substantial risk that a child may become the victim of a sexual offence committed by an adult associated with the organisation (for example, an employee, contractor or volunteer), and they have the power or responsibility to reduce or remove the risk, then they must take all reasonable steps to do so. A person in authority who negligently fails to take appropriate action to address the risk may be charged with the criminal offence of ‘failing to protect’ and may face a term of imprisonment.

If an adult reasonably believes a sexual offence has been committed by an adult against a child under the age of 16, they must report it to Victoria Police by calling 000 or going to their local police station. Failure to disclose the information may be a criminal offence.

Annexure B – Complaints Handling Policy & Resolution Process

The purpose of the Complaints Handling Policy & Resolution Process is to clarify the rights and responsibilities of all parties when an allegation of misconduct is made.  We are committed to ensuring that when a complaint or allegation is raised, all people involved are afforded compassion and dignity.

Twelve & Thirteen’s Complaints Handling & Resolution Process balances the following interests:

• The right of the child to be heard, to be protected and to be supported;
• The right of the child and their family to have their concern acted upon – and for the identity of the child to remain confidential;
• The right of the alleged perpetrator to a fair process, including confidentiality;
• The moral requirement of Twelve & Thirteen to report suspected crimes to the Police and / or Department of Human Services for investigation.

Complaints Handling Policy

1. We are committed to ensuring that when a complaint or allegation is raised, all people involved are afforded compassion and dignity. 
2. All individuals have a right to raise complaints and allegations regarding the behaviour, or suspicion of behaviour, of any individual staff member, volunteer, participant, parent or partner of Twelve & Thirteen. 
3. Complaints may be made with whomever the individual feels most comfortable raising the issue and may include the Twelve & Thirteen facilitator, Program Manager, Program Administrator or Board member. 
4. All complaints and allegations raised will be taken seriously and actioned appropriately by us with a focus on the child or vulnerable person and supporting them as the complaint is investigated. 
5. We will respond diligently to all reports of suspected or actual harm. 
6. All complaints and allegations will be responded to by applying the principles of procedural fairness, at all times, as required by law. 
7. Where a complaint or allegation which includes an aspect of criminal misconduct or suspicion of criminal misconduct, the person making the complaint will: 
   1. be guided by Twelve & Thirteen towards approaching the relevant statutory authorities, including police; and 
   2. be advised that, in the case of children, Twelve & Thirteen has the practice of informing the relevant statutory authorities, including police. This is particularly important as the offence of ‘failure to disclose’, enacted on 27 October 2014, makes it an offence to withhold information where an adult forms a reasonable belief that a sexual offence has been committed by an adult against a child under 16. It is important to note that Failure to Disclose legislation applies to all adults, not just mandated reporters. 
8. We recognise that complaints and allegations are traumatic for all members of the Twelve & Thirteen program but, most of all, for the people directly involved and Twelve & Thirteen will offer support to all people directly affected by the complaint. 
9. We will not tolerate reprisals against any person making a complaint and action will be taken against any person who is found to engage in such behaviour. 
10. We expect the highest standard of care and ethical behaviour from those individuals charged with responding to complaints and allegations for us.
11. All parties will be given the opportunity to tell their story in a safe and trusting environment.
12. In taking a report of concern, or of an incident, from others within our organisation our personnel are: 
    1.  not to assess the validity of such allegations or concerns, but to report all allegations or concerns to the nominated person or persons within our organisation as described in this Policy 
    2. to disregard factors such as the authority or position of the persons involved and any pre-existing views about the good character, or otherwise, of any person involved or under investigation. 

Any person (18 years or older), whether a mandatory reporter or not, must make a report to Victoria Police as soon as practicable if they receive information that leads them to form a reasonable belief that a sexual offence has been committed by an adult to a child (under the age of 16) (also called the failure to disclose offence). This also includes reporting to Victoria Police if they know or reasonably believe that grooming has been committed by an adult to a child under the age of 16 (grooming offence). It is a criminal offence to fail to comply with these obligations. 

Any allegations of criminal conduct will be reported to Victoria Police as a priority. The Jewish Law of mesirah (reporting to a non-Jewish authority) does not apply when it comes to child abuse. Protecting children comes under the mitzvah of pikuach nefesh (saving a life).

In addition to the above reporting obligations, any person who believes, on reasonable grounds, that a child is in need of protection from child abuse, may disclose that information to the police or Child Protection:

• Child Protection Department of Families, Fairness and Housing: 1300 655 795 (8:45am – 5:00pm Monday to Friday) or 13 12 78 (after hours)

• Police

• Child FIRST: 1300 367 441

Any person may also disclose a reportable allegation to the CCYP.

Privacy

All personal information considered or recorded will respect the privacy of the individuals involved, whether they be staff, volunteers, parents or children, unless there is a risk to someone’s safety. 

Complaints Resolution Procedure

For the person raising concern (e.g. participant or parent)

• Discuss the concern/ disclosure with the relevant member of Twelve or Thirteen within 24 hours of initial suspicion.

For the Twelve or Thirteen contact person (e.g. volunteer)

• Raise matters as soon as possible with the Program Manager.
• Listen to the allegation or disclosure supportively, without dispute 
• Clarify the basic details, without seeking detailed information or asking suggestive or leading questions
• Make a record (eg written notes) of what was said (where possible, noting the exact words used by the person making the allegation)
• Date and sign the record
• Explain to the participant or parent (if present) that other people may need to be told, in order to stop what is happening
• Provide reassurance that our organisation will take immediate action in response to the allegation. 

For the Program Manager

• Contact Chair of the Board as soon as practicable.
• Complete any steps above if not completed by volunteer.

For the Board 

• Arrange meeting with relevant parties;
• Document content and outcomes of meetings, and forward to meeting participants and relevant members of Twelve & Thirteen Committees;
• Debrief with volunteers if required;
• Board may undertake or advise staff member to undertake any or all of the following steps:

1. Notify the Department of Human Services;
2. Notify the Police;
3. Contact parents/caregivers of the child;
4. Make an appointment for the child with medical or counselling services,

• Follow up with complainant, volunteers regarding steps taken;
• Where the alleged perpetrator is not a member of Twelve or Thirteen (e.g. member of external organisation) the Board Member records the incident and supports the process undertaken;
• Where the alleged perpetrator is a member of Twelve or Thirteen, the Board member will ensure an investigation is carried out giving all parties natural justice.  It may be appropriate for the Board member to seek legal advice. The Board member may take any/all of the following steps:

1. Suspend staff member or volunteer;
2. Notify police;
3. Notify the Department of Human Services.

For the alleged perpetrator

• Where applicable, notify the alleged perpetrator that a concern / disclosure has been raised and the course of action being taken.