Reporting Policy

Purpose

This policy outlines the Academy's policy on child safe reporting and complaint handling.

Everyone at the Academy must:

• Know what to report, who to report to and how to report.
• Report any concerns about the safety or welfare of a child or young person immediately.
• Ensure the safety and well-being of the child is paramount when responding to a disclosure or allegation about a child being harmed or at risk.

Our reporting practices will be regularly reviewed and updated to ensure they remain effective and comply with relevant legislation.

Definitions of Child Harm and Abuse

Please refer to our Child Safe Policy for examples of the different types of child harm and abuse.

Unacceptable Behaviours

Please refer to our Child Safe Code of Conduct for a list of unacceptable behaviours that breach our Code.

Reportable Complaints

All complaints should be reported, including:

• Criminal conduct
• Disclosures or reports of abuse
• Risks of significant harm (ROSH)
• Unacceptable behaviour around children and young people that breaches our Child Safe Code of Conduct, including patterns of concerning behaviour.

Internal Complaints

All staff, trainers and volunteers at the Academy are obligated to make an internal report about any child abuse or misconduct concerns they either observe or hear about.

The person making the internal report will not be penalised.

Making an Internal Complaint

To initiate an internal complaint, please contact the Training Supervisor in writing by contacting us with a summary of your complaint.

The Training Supervisor will respond to you as soon as possible to request further information and to provide you with an electronic form to complete.

External Complaints

An adult who knows or believes that a child abuse offence has been committed may be criminally liable if they fail to report the offence to the police.

People employed in child-related work may also be criminally liable if they fail to reduce or remove the risk of a child becoming a victim of child abuse.

You should contact the Training Supervisor in writing by contacting us if you are unsure about what needs to be reported externally.

Reporting Criminal Conduct to the Police

Criminal allegations of child abuse offences must be reported to the police as soon as possible.

Sometimes, it will be very clear that a report to the police is necessary. For example, if you receive a report about the sexual assault of a child or a serious physical assault. At other times, it may be less clear.

NSW Police encourages all matters to be reported. Criminal allegations must be reported immediately to the police, as taking risk management action or commencing investigative steps before consulting with the police may jeopardise a police investigation.

Some failures to report criminal allegations to the police will constitute a criminal offence.

A failure to report allegations of criminal abuse of a child may also constitute reportable conduct in some circumstances.

Contact the NSW Police on 131 444 with any concerns about something that might constitute a criminal offence. This includes sexual assault, physical assault, grooming offences, and producing, disseminating or possessing child abuse material.

For more information on concurrent investigations, consult the OCG website for its resource, 'Reportable conduct investigations and the NSW Police Force'.

Reporting a Risk of Significant Harm (ROSH)

Any person in the community who has reasonable grounds to believe that a child or young person is at risk of significant harm (ROSH) can report to the Department of Communities and Justice (DCJ) on 132 111 (this is a 24-hour service).

Definitions of ROSH are set out in the legislation or on p.46 of the OCG's Reporting Obligations and Processes handbook.

Examples of Risks of Significant Harm:

• Physical abuse and non-accidental injuries, including excessive or inappropriate physical punishment.
• Sexual abuse, including any sexual activity forced upon or involving a child, even if they are unaware of the nature of the activity.
• Emotional abuse, such as constant criticism, withholding affection, or exposure to domestic violence.
• Neglect, such as the failure to provide adequate food, clothing, shelter, or medical care, or failure to protect a child from harm.
• Family violence, including exposure to domestic violence.
• Failure to thrive, where a child's physical development is significantly below expected norms, potentially due to neglect or other issues.
• Exposure to harmful substances, where a child's health or development is put at risk by being in the presence of someone using illicit substances.
• Unresponsiveness to infant needs, such as a parent or caregiver's lack of emotional responsiveness to a baby's needs.
• Failure to provide adequate supervision or protection, where a child is not adequately supervised or protected from harm, including potential dangers in the home or community.
• Lack of medical care or education, where parents are unable or unwilling to provide necessary medical care or ensure a child receives an education.
• Threats or attempts of suicide or homicide, such as a parent's suicidal or homicidal ideation or actions, particularly if directed at the child or involving the child.
• Harm to pets, such as a parent's or caregiver's actions that harm or threaten the safety of a family pet.
• Failure to engage with support services, such as a parent's refusal to engage with support services aimed at addressing identified risk factors for the child's well-being.

Handling of Complaints

Upon the receipt of an allegation or complaint, the Training Supervisor will:

1. Take action to identify and address any risks.
2. Record the incident.
3. Ensure that any necessary reporting obligations are met.
4. Investigate the allegation or complaint, keeping all relevant parties informed.
5. Provide ongoing support to the child or young person as needed.
6. Review the incident and, if necessary, update the Academy's child safe documents.

Risk Management

It is the responsibility of the Training Supervisor to conduct a risk assessment after receiving an allegation, ensuring the safety of all individuals involved and maintaining the integrity of any potential investigation.

Procedural Fairness, Privacy and Confidentiality

Any allegation of abuse will be handled in a fair, transparent and timely manner.

Any individual subject to an allegation will be notified when a hearing is to take place and what will occur at the hearing. We follow the obligations prescribed by thePrivacy Act 1988 (Cth).

Additionally:

• All information is recorded on our reporting form for complaints and allegations.
• All reporting forms for complaints and allegations are stored securely and accessed only by those in the organisation with responsibility for overseeing the investigation.
• Information may be exchanged under Chapter 16A of the Child and Young Persons (Care and Protection) Act 1998 (NSW), with other agencies that have responsibilities relating to the safety, welfare or well-being of children or young people.
• The Academy maintains the privacy of those involved, in accordance with its obligations under the Privacy and Personal Information Protection Act 1998 (NSW).
• If an incident is found to be substantiated, likely outcomes or responses will be determined from advice given by relevant authorities (the police, DCJ or OCG).

Relevant Legislation

Please refer to the following legislation for further information:

• Crimes Act 1900 (NSW)
• Child and Young Persons (Care and Protection) Act 1998 (NSW)
• Children's Guardian Act 2019 (NSW)
• Privacy Act 1988 (Cth)
• Privacy and Personal Information Protection Act 1998 (NSW)

Child Safe Reporting Policy Visibility

To ensure that everyone at the Academy is aware of our Child Safe Reporting Policy and their reporting obligations, we:

• Publish our Child Safe Reporting Policy on our website, along with links to child safe documentation on pages that promote our services to children.
• Provide the parent or legal guardian of a child or young person with a link to our Child Safe Reporting Policy and child safe documentation upon enrolment.
• Routinely provide our staff, trainers and volunteers with the latest versions of our child safety documentation, as well as opportunities to clarify their understanding of processes for complaints and allegations.
• Share links to the Office of the Children's Guardian's Reporting Processes and Obligations handbook.
• Routinely prompt children and young people to communicate with our staff, trainers and volunteers who have been educated on child safety if they feel upset or concerned.

Review Log

• Last reviewed: 1 February 2026
• Next review date: 1 February 2027, or earlier if any critical incidents occur.
• Responsible officer: Tristan Fung, Training Supervisor.
• Contact information: Please contact us